How it works

Follow these 6 simple steps to alert your team when packages remain in transit too long

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Fulfillment Status is In Transit
This trigger watches for packages that have moved from "shipped" to "in transit" status, which is when the delay monitoring period should begin.
When Tracktor detects that a package has reached "in transit" status, this trigger captures all the fulfillment details including tracking number, carrier, and order information. The trigger automatically passes this data to the next step without any configuration needed. This creates the foundation for monitoring how long the package stays in transit.
Time to complete: Auto-configured (0 minutes)

Delay
This creates a 60-hour waiting period to give packages reasonable time to move through transit before flagging them as potentially delayed.
After a package enters transit, the workflow waits your specified time period before checking if it's been delivered. This prevents false alarms for packages that are moving normally through the carrier's network. Adjust the delay based on your typical shipping zones and carrier SLAs. Common thresholds: • 24-36 hours: For local/regional same-day or next-day shipments • 48-72 hours: For standard 2-3 day ground shipping • 96-120 hours: For cross-country or economy shipping • 168+ hours: For international shipments
Time to complete: 1 minute

Retrieve Fulfillment
After the delay period, this step gets the current tracking status to see if the package moved beyond "in transit" or is still stuck.
This step automatically queries Tracktor using the fulfillment ID from the trigger to get updated tracking information. It pulls the latest status, carrier details, tracking number, and order information. No configuration is needed since it uses the fulfillment data passed from the trigger step. The fresh tracking data determines whether the package is still delayed or has moved forward in the shipping process.
Time to complete: Auto-configured (0 minutes)

Filter
This prevents unnecessary alert emails by only continuing the workflow if the package is still not delivered after the delay period.
The filter compares the current package status against "delivered" status to determine if an alert is needed. If the package shows as delivered, the workflow stops here and no email gets sent. If the package is still in transit, delayed, or shows any other non-delivered status, the workflow continues to send the alert email. This logic prevents false alarms for packages that resolved their delays naturally.
Time to complete: 1 minute

Retrieve Order
This gathers complete order details needed for the alert email, including customer information and order number for easy reference.
Using the order ID from the fulfillment data, this step automatically pulls comprehensive order information from Tracktor. It retrieves the order name, customer details, and purchase information that will be included in the delay notification email. No configuration is required as it uses the order ID passed from previous steps. This ensures the alert email contains all necessary context about which specific order is experiencing delays.
Time to complete: Auto-configured (0 minutes)
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Send Email
This delivers the actual delay notification to the shop owner so they can proactively address shipping issues with customers.
When a package is confirmed as delayed, the workflow sends an email with essential details: order number, carrier name, and tracking number. You can customize who receives the alert and what information is included. What to configure: • Recipient: Change to your fulfillment team's email, a shared inbox, or multiple recipients (comma-separated) • Subject line: Customize to match your urgency level or include carrier name • Message content: Add customer email, shipping address, order value, or days in transit
Time to complete: 2 minutes

Make it your own

Customize this workflow even further:

Send alerts to Slack instead of email
Replace the email step with a Slack notification to alert your operations channel immediately. This keeps your team informed in real-time and allows for collaborative troubleshooting directly in Slack.
Escalate based on order value or product type
Add a filter before the email step to check the order total or product tags, then route high-value orders or time-sensitive products (like perishables) to different recipients or channels.
Automatically send a proactive customer email
Add a second email step that sends directly to the customer with a friendly message acknowledging the delay and providing the tracking link. This reduces support tickets by showing you're on top of the situation.
Track delays for carrier performance analysis
Log each delayed shipment to a MESA Data Table. Over time, you can analyze which carriers perform poorly in specific regions, helping you optimize your shipping strategy and negotiate better rates.

Frequently asked questions

How long should I set the delay period for different shipping methods?
Standard ground shipping typically needs 48-72 hours in transit, while expedited shipping should trigger alerts after 24-36 hours. International shipments may need 96+ hours depending on customs processing times.
Will this send multiple emails if a package stays delayed for many days?
No, the workflow only triggers once when a package first enters "in transit" status. It waits for your specified delay period, checks the status once, and sends a single email if still delayed.
What carriers does this work with besides the major ones?
This workflow supports any carrier that Tracktor can track, including regional carriers, freight companies, and international postal services. The carrier name will automatically appear in your delay notification emails.
What is a template?
Templates are pre-made workflows by our team of experts. Instead of building a workflow from scratch, these have all the steps needed to complete the task.
Can I personalize a template?
Yes! Every step can be customized to meet your exact requirements. Additionally, you can even add more steps and make it more sophisticated.
Are templates free?
Yes! Our entire library containing hundreds of templates are free to use and customize to your exact needs.

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