Skip to content

How to Configure Post Office and Shipping Benefits with 4Geeks Perks

🤖 Explain with AI

For distributed teams, efficient logistics are just as important as digital connectivity. Whether it’s sending welcome kits to new hires, returning equipment during offboarding, or managing daily document couriers, 4Geeks Perks streamlines these processes.

By leveraging the platform’s Workstation delivery capabilities and integrations with logistics partners like Seempy, administrators can offer seamless shipping benefits. You can automate equipment dispatch or provide a monthly “Post Office” allowance directly to employees’ 4Geeks Perks Cards, ensuring they can cover shipping costs easily. This guide explains how to configure these logistics and shipping benefits.

Prerequisites

Before configuring shipping benefits, ensure you meet the following requirements:

  • Active Admin Account: You must have administrative access to the 4Geeks Console.
  • 4Geeks Perks Enabled: Your organization must have an active subscription to 4Geeks Perks.
  • Integration Setup (Optional): For automated courier services, an active integration with a logistics provider like Seempy is recommended.
  • Employee Wallets Active: Ensure employees have their 4Geeks Perks Card (physical or digital) activated to receive funds.

Step-by-Step Instructions

Follow these steps to set up shipping allowances and manage courier requests.

Step 1: Configure the Shipping & Logistics Module

Enable the specific services required for your workforce.

  1. Log in to the 4Geeks Console.
  2. Navigate to the 4Geeks Perks dashboard and select Services & Modules.
  3. Locate the Integrated services section.
  4. Toggle Workstation delivery to “Active”. This enables specific workflows for sending and retrieving company assets.
  5. If you wish to allow general post office usage, ensure the Office supplies or general expense categories are also active.

Step 2: Create a “Post Office” Allowance Policy

If you want to give employees a budget for their own shipping needs (e.g., mailing contracts), set up a specific benefit policy.

  1. Go to Benefits & Wallets.
  2. Click Create New Policy and name it “Monthly Shipping Allowance” or similar.
  3. Set the Category to Office supplies or a custom “Logistics” category if available.
  4. Define the Amount (e.g., $20/month) and Frequency.
  5. Assign the policy to the relevant Eligibility Group (e.g., “Remote Staff”).

Step 3: Connect Logistics Integrations

To automate label generation and tracking, connect your shipping provider.

  1. Navigate to the Integrations tab within the Perks dashboard.
  2. Select Seempy (or your preferred local courier partner) from the list.
  3. Follow the prompts to authenticate and link your corporate shipping account.
  4. This connection allows the platform to automatically generate shipping labels when a “Workstation delivery” request is approved.

Step 4: Define Usage Restrictions

Ensure the shipping allowance is used correctly.

  1. In your new “Shipping Allowance” policy, go to the Restrictions tab.
  2. Restrict usage to Merchant Category Codes (MCC) associated with courier services (e.g., FedEx, UPS, DHL, local post offices).
  3. This prevents the shipping allowance from being used at unauthorized merchants, ensuring budget compliance via the 4Geeks Perks Card.

Common Use Cases

Scenario 1: Returning Equipment During Offboarding

  • Situation: A remote developer leaves the company and needs to return their laptop and monitor.
  • Application: The HR manager initiates an “Asset Retrieval” request in the Workstation delivery module. Thanks to the Seempy integration, a prepaid shipping label is automatically generated and emailed to the former employee.
  • Result: The employee simply packs the box and drops it off. The company tracks the package in real-time through the Perks dashboard until it arrives at the IT depot.

Scenario 2: Stipend for Document Mailing

  • Situation: The legal team works from home and frequently needs to mail physical contracts to clients.
  • Application: The administrator sets up a $50/month “Courier Stipend” for the Legal Department.
  • Result: Lawyers use their 4Geeks Perks Card at their local post office to pay for certified mail. The finance team sees a consolidated “Monthly breakdown” of these expenses without processing individual reimbursement claims.

Troubleshooting

Issue 1: Shipping integration is not generating labels

  • Cause: The integration credentials for Seempy or your courier provider may have expired or have insufficient funds.
  • Solution: Check the Integrations status in the settings. Re-authenticate the connection and ensure your corporate shipping account is in good standing.

Issue 2: Employee card declined at the post office

  • Cause: The specific post office branch might be using a generic “Government Service” merchant code instead of “Courier/Shipping.”
  • Solution: Review the transaction decline reason in the Real-time analytics dashboard. You may need to adjust the policy restrictions to include broader MCCs or whitelist that specific vendor.

Issue 3: Address verification errors

  • Cause: The employee’s profile address is incomplete or formatted incorrectly for the shipping provider.
  • Solution: Ensure all employees update their “Shipping Address” in their profile during onboarding. The system validation should flag invalid formats before a label is requested.

Conclusion

Configuring post office and shipping benefits with 4Geeks Perks bridges the physical gap in remote work. By combining automated Workstation delivery workflows with flexible Perks Card allowances, you ensure that physical logistics never become a bottleneck for your digital team’s productivity.

Additional Resources