Today at AIM Mail Center
Needs attention
Work these top to bottom. Each one opens the list it counts.
Alerts to send
Package alerts waiting to go out, one per mailbox.
Card sales
Settled card payments from Affinity Pay, by day.
Packages in by carrier
This month
Renewal system this month
What the automatic renewal emails do and when (from the Mailbox Payment SOP).
Check in packages
Type the box number, then scan each label. The scanner's Enter key adds the package to the list.
Checked in today
Pickup
Find the box, tick what the customer is taking, get a signature, release.
Recent pickups
Who took what, when, and who released it.
Renewals
The renewal system sends every email and pay link by itself. Your job: ring up payments on PostalMate and tick the right box here.
Past due in PostalMate
Boxes whose due date has passed, longest overdue first. Owes = one term at your PostalMate rate, plus $2/month for 24-hour boxes, plus the $10 late fee.
A · Paid online, not yet in PostalMate
After a PAID ONLINE alert: renew the box and ring it up as paid in PostalMate, then tick it here.
F · Final Notice
Decide whether to call or close. If the customer pays at the counter, ring it up, then mark it paid here.
C · Customer replied AUTO
Tick Auto Renew so the box is flagged for automatic renewal. Never take or write down card numbers.
D · No email on file
Call or text, read the amount, ask them to pay at the store or by phone, and get an email address.
Rules from the Mailbox Payment SOP
- Ring up every mailbox payment on POS, even online ones.
- Don't send renewal emails or pay links by hand, and don't change pay links.
- Don't change a box's status, except marking a Final Notice box paid after a counter or phone payment.
- Late fee waived at the counter? Charge $10 less. That is OK.
- Pay link not working? Ask them to open it in Chrome or Safari. Still failing: take the payment by phone.
- Never take, write down, or save card numbers.
- Don't close a box without the manager's OK. Flag it if anyone says they paid twice or an amount looks wrong.
Orders
Shayona print jobs, AIM print and copy jobs, and shipping requests that come in by email to aimofficehb@gmail.com or aim6@aimmailcenters.com, plus walk-ins and calls.
Add from an email
Open the email, select all, copy, and paste it here. The From, To and Subject lines fill in the order for you to check.
New order
Invoice and payment
Collect payment
Affinity Pay keys aren't in config.php yet, so pay links and card charges are off. Invoices still work.
Saved cards
Finished and cancelled
Last 20, newest first.
Staff logins
Everyone who can sign in to AIM Mailroom. Admins can add staff and change settings.
People
Add a person
My password
Mailboxes
Every box, its renewal status and its USPS Form 1583 paperwork.
Add a box
Import from CSV
Export the mailbox list from Airtable or PostalMate and paste it here, or choose the file. Works with the PostalMate All Boxes report as exported, or any CSV with columns like Box (or Nbr), Customer, Phone, Size, Term, Due Date, Status, Email, Amount, Auto Renew. Existing boxes are updated and keep their 1583 details. Available boxes are counted, not listed.