ParcelSync: Delivery Management System

Version: v1.7.1-alpha AppSheet Build: 1.000349 Date: April 6, 2026 Maintainer: Justin Anthony A. Aleta

---

Go to End User Documentation ➡️:

---

1. Executive Summary

The ParcelSync is a mobile-first logistics and security tool designed to streamline package handling and visitor registration. It replaces manual logbooks with digital tracking, ensuring real-time data accuracy and automated tenant notifications.

2. Problem Statement

Manual logbooks at TSI/Bedoo properties created:

• Lost package incidents (illegible handwriting)
• Delayed tenant notifications (manual phone calls)
• No audit trail for security incidents
• Time-consuming guard shift handovers

3. Solution

Digital tracking system with:

• Real-time package status
• Automated SMS/email notifications
• Complete audit logs (who, when, what)
• Zero-setup guard handovers (cloud synced!)

4. User Roles & Workflows

Role	Key Responsibilities	Primary Interface
Security Guard	Receive packages, release packages via QR, verify guests.	Mobile App (Scanner Mode)
Property Manager	Oversee daily logs, manage tenant list, audit security.	Desktop Dashboard
Tenant	Receive notifications, pre-register authorized guests.	Email / Web Form (No App Access)

5. Key Features

A. Package Management (The "Guard Console")

• Log Delivery: Guard uses the "Add New" form to capture courier photos and auto-generate a TrackingID.
• Release Package: Guard uses the Search Bar to scan the Tenant's QR code. This filters the list to show only that tenant's unclaimed packages.
• Data Source: Linked to delivery_logs Google Sheet.

B. Smart Scanning

• Hardware: Utilizes device camera via AppSheet mobile app.
• Configuration: QRCode column set to Scannable and Searchable.
• Action Logic: Uses LINKTOROW([ID], "Guard Form") to ensure scanning opens the specific record for editing, rather than creating a duplicate.

C. Authorized Registration (Self-Service)

• Workflow: Manager sends a "Smart Link" to the Tenant via email automation.
• Technology: Google Form with URL Parameters (entry.id=XXX).
• Automation:
  1. Tenant clicks unique link in email.
  2. Google Form opens with TenantID pre-filled.
  3. Tenant submits Guest Name/Photo.
  4. AppSheet bot syncs response to Authorized Persons table.

D. Notification Reminder

• Workflow: A notification will be sent to the owner and authorized persons reminding to claim the parcel for two days. Afterwards on day 3, it will be mark for return.
• Technology: Google AppSheet bots

E. Arhciving Mechanism

• Workflow: After a month of storing delivery logs, the logs will be transferred to an archive sheet. Then pictures will be moved to trash. after 30 days, it will be permanently deleted.
• Technology: Google AppSheet and Google AppScript functions

G. Weekly Report

• Workflow: Every after week, there is a report which will be sent to the property manager containing information about the delivery logs in the Building
• Technology: Google AppSheet

4. Technical Architecture

• Platform: AppSheet (Core), Google Sheets (Database), Google Forms.
• Tables:
  • Tenants (Master Data, Key: TenantID)
    • delivery_logs (Transactions, Ref: TenantID)
    • Authorized Persons (Child Table, Ref: TenantID)
    • Incoming Authorized Persons (Child Table, Ref: TenantID)
• Security:
  • Guards: View restricted to Guard Console.
    • Managers: Full access to Admin Console.

5. Screenshots

• Security Package Logs

• Admin Dashboard

• Tenant List View

• Authorized Person List View

• Parcel Ready for Pickup Notification

• Authorized Person Notification

• Claimed Notification