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Remote mail access

Request Open and Scan: Post for Staff Who Are Not in the Office

People working from home or travelling still get their post. One tap in the arrival email asks the mailroom to open the item and email them a scan.

The original stays in the mailroom for collection, and Traizr does not keep a copy of the scan.

  • Requested from the arrival email
  • No copy kept by Traizr
  • Original kept for collection
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A member of mailroom staff scanning a document at a flatbed scanner, with shelving behind holding boxes of post

What Request Open and Scan does

Hybrid working means post often arrives for people who are not in the building. Without a way to ask for it, letters wait on a shelf until the next office day, or someone phones the mailroom and asks a colleague to open it.

Request Open and Scan gives that request a proper route. When the feature is switched on, the arrival email includes a Request Open and Scan button. The recipient confirms on a simple web page and the item is flagged for the mailroom.

Staff open the item, scan the contents and email the scan to the recipient from their own email. They then mark the item Scanned & sent. The original stays available to collect.

Running a virtual office? If you handle post for clients who rent an address from you, see mail scanning software. That page covers scanning as a client service, where the scan is stored on the item record. Request Open and Scan is for an organisation's own people, and the scan is emailed rather than stored.

How it works

Three steps from envelope to inbox

Nothing is opened until the recipient asks, and every step is recorded on the item.

  1. The recipient asks

    They tap Request Open and Scan in their arrival email and confirm on a simple web page. No login is needed.

  2. The mailroom opens and scans it

    The request is flagged in Traizr. A member of staff opens the item and scans the contents.

  3. The scan is emailed

    Staff email the scan to the recipient from their own email and mark the item Scanned & sent. The original stays available to collect.

The Traizr parcels dashboard listing items with their recipient, courier, current postroom, timestamps and status

The recipient's request is recorded on the item before anything is opened, so the history shows who asked and when.

Privacy and control

Opening someone's post needs clear rules. These are built in.

Traizr does not keep a copy of the scan

The scan goes from the mailroom to the recipient by email. It is not uploaded to Traizr, and no copy is stored there.

The contents of personal and confidential post stay out of the parcel system.

Off until you switch it on

Request Open and Scan is off by default. Each organisation decides whether to offer it.

When it is on, it works for any recipient, not only virtual office clients.

Every request is on the record

The request, the scan and the Scanned & sent status are recorded in the item's history, with the time of each step.

If anyone asks later what happened to a letter, the answer is on the item.

The original is kept

Scanning does not replace the paper. The original stays in the mailroom, ready to collect, which matters for signed documents and anything that has to be produced in person.

What Request Open and Scan gives you

Part of the admin dashboard and the arrival email your recipients already receive.

  • One tap from the arrival email

    The request starts in the email that tells the recipient the item has arrived.

  • A simple confirmation page

    The recipient confirms on a web page. No account or login is needed.

  • Requests flagged for staff

    The mailroom can see which items are waiting to be opened and scanned.

  • No copy kept by Traizr

    Staff email the scan. It is never stored in Traizr.

  • Scanned & sent status

    Staff mark the item once the scan has gone, so the mailroom can see the request is complete.

  • Original kept for collection

    The item stays in the mailroom after scanning, marked Scanned & sent.

  • Every step recorded

    The request and its completion are added to the item's history.

  • Switched on per organisation

    Off by default, so you decide whether to offer it.

  • For any recipient

    Works for staff, students and residents, not only virtual office clients.

See the full feature set

Who uses it

Any organisation where people are often away from the building their post arrives at.

Frequently asked questions

Everything you need to know before getting in touch.

What is Request Open and Scan?

It is a Traizr feature that lets a recipient ask the mailroom to open an item and email them a scan. The request is made from the arrival email, and the original stays available to collect.

Does Traizr store the scan?

No. Staff email the scan to the recipient from their own email, and Traizr does not keep a copy. The item's history records that it was scanned and sent.

Does the recipient need a Traizr login?

No. They tap the button in their arrival email and confirm on a simple web page.

Is it switched on for everyone?

No. It is off by default, and each organisation switches it on if it wants to offer it.

What happens to the original?

It stays in the mailroom and is marked Scanned & sent. The recipient can collect it when they are next in.

How is this different from mail scanning for virtual offices?

Virtual office operators scan post as a service for clients who rent an address, and the scan is stored on the item record. See mail scanning software. Request Open and Scan is for an organisation's own people, and the scan is emailed, not stored.

Other things the platform does

Same system, different capability.

Ready to Simplify Your Building?

We will show you a request from the arrival email through to Scanned & sent. About 20 minutes.

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