The pre-alerts list
Every pre-alert submitted by any customer appears in the main table. The table loads 50 records per page. The columns are:Searching and filtering
Use the search bar and status filter at the top of the table to narrow the list.Search
Type any part of the tracking number, customer name, description, or vendor name. Results update as you type.
Status filter
Choose Pending Arrival to see only unmatched pre-alerts, or Linked to Package to see only those already received. Select All Statuses to clear the filter.
Pre-alert statuses
Pending
The customer submitted the alert but the physical package has not yet been scanned into your system. Most pre-alerts start here.
Received
The package has arrived and been linked to this pre-alert record. The customer’s account is updated automatically.
The system auto-detects the carrier from the tracking number format when a pre-alert is created or edited. You can override this at any time using the carrier dropdown in the edit form.
Adding a pre-alert on behalf of a customer
Staff can create a pre-alert directly from the backoffice — for example, if a customer calls in their shipment details instead of submitting them online.1
Open the Add Pre-Alert form
Click the Add Pre-Alert button in the top-right of the page header. The modal form opens.
2
Search for the customer
Type at least two characters of the customer’s name, email address, or account ID in the Customer field. A dropdown of matching accounts appears. Click the correct name to select it.
3
Enter the tracking number
Paste or type the carrier tracking number. After a short pause, the system attempts to auto-detect the carrier. If it finds a match, the carrier logo and name populate the Courier field automatically. You can also select the carrier manually from the dropdown.
4
Fill in the item details
Enter the item Description (required) and the Vendor / Store name. Add the Declared Value in USD — this is used for customs calculations.
5
Attach an invoice (optional)
Click Choose File under Invoice Attachment to upload a PDF, JPG, or PNG. This is useful for high-value items or when customs documentation is needed upfront.
6
Save the pre-alert
Click Save Pre-Alert. The new record appears at the top of the list with a Pending status. The customer will see it reflected in their own account portal.
Editing an existing pre-alert
You have two ways to update a pre-alert: Inline editing — click directly on the vendor name, item description, or declared value cell in the table row. An input field appears in place. Press Enter to save or Escape to cancel. Changes are saved instantly without opening the full form. Full form editing — hover over the row and click the pencil icon that appears on the right side. The same Add/Edit modal opens, pre-filled with the current values. Useful when you need to change the customer, tracking number, carrier, or invoice file.Attaching an invoice after submission
If a pre-alert was saved without an invoice and you need to add one later, hover over the row and click the plus-circle icon in the Invoice column. A file picker opens immediately — select your file and it uploads and links to that record automatically.Bulk deletion
1
Select records
Check the boxes on the left side of each row you want to remove. To select all visible records at once, check the box in the table header.
2
Choose the bulk action
The bulk action bar appears at the top of the table. Open the Choose action dropdown and select Delete Selected.
3
Apply the action
Click Apply Action and confirm the deletion prompt. The selected records are permanently removed.