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Boosting efficiency with mobile data capture

Every item, whether parcel, letter, document or return, can be scanned and documented with a smartphone, tablet or handheld device. Each step of the internal distribution process is recorded digitally, from receipt to final handover. Digital signatures and photo capture replace outdated paper lists, ensuring all data is centrally available in real time. Companies benefit from faster throughput, reduced manual work and significantly higher efficiency.

Barcode scanning on any device

Clear identification is the foundation of reliable inhouse logistics. COSYS uses barcode technology to guarantee seamless traceability. While most parcels already carry tracking numbers, internal documents and letters can be assigned their own IDs. With the COSYS Mobile Performance Scanning plug-in, any Android or iOS device becomes a powerful scanner. Tablets are particularly useful for signature capture, while dedicated handhelds with integrated scanners offer ergonomic advantages. This flexibility makes the system fully device- and vendor-independent.

Automated notifications and OCR recognition

Internal post and parcel management becomes more transparent with automated email notifications. Recipients are informed as soon as their delivery is registered or ready for collection, eliminating the need for repeated enquiries. Integrated OCR (optical character recognition) speeds up processes further by automatically capturing names and details directly from parcel labels or delivery notes using the device camera. This reduces errors and manual input.

Smart lockers and flexible collection points

Smart parcel lockers add another layer of efficiency to inhouse logistics. Instead of handing over every delivery face-to-face in the post room, parcels can be securely stored in intelligent lockers. Employees pick up their post at a time that suits them, reducing staff workload and increasing flexibility.

The system automatically records each collection, ensuring complete traceability. Authorised access guarantees security, while managers maintain full oversight of parcel movements. By connecting parcel lockers to COSYS Inhouse Logistics Software, waiting times are minimised and internal distribution becomes more efficient.

Central administration with COSYS WebDesk

All captured data flows directly into COSYS WebDesk, the browser-based platform for management and follow-up. Users can administer master data, view parcel histories, retrieve digital signatures or photos, and generate reports with powerful search and filter options. Available both as a cloud service and an on-premises solution, COSYS WebDesk integrates smoothly with existing IT systems.

Process data analysis for maximum transparency

COSYS analytics tools transform raw data from internal logistics into actionable insights. Parcel volumes, delivery times, damage rates and departmental workloads can be monitored in real time or reviewed historically. Trends and bottlenecks are easy to identify, enabling smarter resource planning and preventing delays.

Whether tracking peak volumes, monitoring post room workloads or analysing costs by department, COSYS dashboards turn inhouse logistics into a strategic advantage. Businesses can make informed decisions based on solid data, improving efficiency and ensuring sustainable operations.

Digitalising the internal post room

COSYS Inhouse Logistics Software is more than just a parcel management tool. It delivers full transparency, reduces errors, optimises staffing requirements and boosts productivity. With features such as barcode scanning, digital proof of delivery, automated notifications and parcel locker integration, the solution covers every aspect of a modern internal post room. Its modular structure means it can be tailored to individual business needs, ensuring secure and future-ready processes.

Broader COSYS solutions

In addition to internal mail and parcel management, COSYS offers a wide range of digital solutions. Its intralogistics software creates transparency in material flows, optimises warehouse and production processes, and supports efficient returns management. With COSYS Mobile Device Management (MDM), companies maintain centralised control over all mobile devices, ensuring security and stability. Together, these solutions support digitalisation strategies and help organisations build a resilient, future-ready workplace.