Snailworks - Mail Tracking, Visibility & Delivery

Frequenty Asked Questions

Multi-Channel Campaign FAQs:

A SnailWorks Project Manager will work with you to plan and setup each aspect of your campaign. You will upload your art and data files. From there the SnailWorks platform creates all required coding and returns to you a coded data file and builds a campaign that will automatically trigger emails and generate success reports.

Not necessarily. Our experience is that most marketers elect to provide emails and landing pages already in HTML format that professionally match the branded look of their direct mail package. Alternatively SnailWorks can design your pages – there is an additional cost for this service.

As a marketing service provider you process the data as you would for a typical direct mail project including NCOA and CASS; SnailWorks then builds all the coding – mail tracking, PURLS and QR codes and returns the file to you for mail production. SnailWorks will then deploy all email follow ups and reporting according to the business rules you and your client requested at the beginning of the campaign.

YES! Your personal SnailWorks representative will work very closely with you during your first few projects. Since the SnailWorks platform produces all the coding and executes the triggered activities automatically, becoming a seasoned user could not be easier!

Absolutely! One powerful use of the delivery data is triggering a telemarketing call.

All SnailWorks resellers have full access to the SnailWorks logo, branded brochures, sell papers and e-book. Live and prerecorded webinars and a national advertising campaign are all planned for later in the year.

Each month we publish an e-newsletter that covers the latest trends in direct marketing and cross channel direct marketing, ensuring our resellers are always up to date on the changes in the marketing world. Sales consultation by phone is also available.

As a reseller you have the flexibility to set your prices to match your market. We can provide some guidance and suggestions.

Call us at 855 697-6245 and a SnailWorks representative will review the program with you and work out all the details!

Mostly as a graphical representation of a PURL. Part of the SnailWorks data preparation includes providing a PURL that is used to print a unique QR code for each record allowing prospects to access personalized landing pages that can easily be accessed and acted on via the prospect’s mobile device.

Mail Tracking FAQs:

A contract is not required; jobs can be purchased individually or in groups. Your SnailWorks representative can review with you all the options available and help you select a plan that fits your needs.

The first step is to setup an account . After your account is setup you will be able to log into the system and create jobs and upload mail files. Most users find it helpful to contact our account management department for assistance the first time.

Yes, your account manager can provide you with a user’s guide and a copy of our standard file layout or they can be downloaded from here.

Reports are available for up to two years and detailed data is retained for six months.

Most SnailWorks clients find it most convenient to use the SnailWorks mailer ID. If a user elects to use their own MID the post office will need to receive authorization to send scan data to SnailWorks. Your SnailWorks account manager can assist you with this process.

Yes, when you create your job you will have the option of selecting Full Service or Basic Service Type IDs.

Yes! SnailWorks offers mail tracking for both out-going mail as well as return mail.

The SnailWorks platform is setup in a reseller structure that allows Mail Service Providers to provide their clients with access to view and download reports specific to their mailings.

Yes! When you create your job you are able to select service type IDs appropriate for Address Correction programs (either ASR or CSR). SnailWorks will collect the address updates and provide downloadable reports. There are additional fees for ACS, your SnailWorks account manager can review these with you.

Yes! Each of our monthly service plans offers a monthly supply of mail tracking scans, you will always have the option of purchasing multi-channel services as the needs arise. Your SnailWorks representative will work with you to identify the plan that makes the most sense for your needs.

Understanding SnailWorks™ Mail Tracking Results:

SnailWorks™ Mail Tracking builds the intelligent mail barcode (IMb) for each record in your mailing. One element of the IMb is a unique sequence number. As mail travels through sorting equipment at various USPS processing facilities, the mail pieces are scanned, capturing the unique sequence number (as well as the Mailer ID, Service Type, processing facility, operation number and processing date and time). The Postal Service “shares” this data with SnailWorks and SnailWorks in turn provides reporting on these scans.

SnailWorks™ mail tracking reports can be viewed by using different scan types received form the USPS:

  • First Scan – a first scan is the initial scan reported by the Postal Service for an individual piece of mail, generally performed at the destination NDC or SCF.
  • Last Scan – a last scan is the last scan reported by the Postal Service for an individual mail piece.
  • *Delivery Date – Every scan within the postal system carries an operations code. Certain codes are classified by the USPS as “stop the clock” operations codes. When SnailWorks receives one of these codes a projected *Delivery Date is calculated utilizing an algorithm that weighs the time of day the scan occurs and other elements/conditions. As additional scans are received for a mail piece, delivery date projections are adjusted as necessary.

Users are able to select the type of scan they would like to view by selecting from the drop down menu located at the top of the reports dashboard.

SnailWorks™ receives scan data from the post office overnight and updates the data and reports for each piece of tracked mail. Depending on the volume of data being reported by the USPS all mail tracking reports should be updated and current by 9:30am EST.

While the post office strives to scan 100% of the mail processed, most jobs have a small percentage of un-scanned mail pieces. This does not mean that the mail was not delivered, only that those pieces bypassed mail sorting equipment. Scan rates for letter sized mail pieces usually average 90% or better and for flat sized mail scan rates are typically around 70%. Some flat mail has lower scan rates than letters since some USPS facilities do not have flat sorting equipment.

There are a number of factors that can impact scan rates. Equipment availability at the particular USPS processing center, mail piece size and thickness and the sort level and density of the mail file. Postal facilities may opt to bypass machine sorting of your mailing if an entire tray of mail is going to a single location or carrier.

Mail tracking services are available for First-Class, Periodicals and Standard Mail letters and flats. Bound Printed Matter and other Package Service classes are not supported by SnailWorks mail tracking.

The SnailWorks™ reports provide mail tracking information by geography cross-tabbed by scan date. Each report allows users to drill down from the USPS Postal Area to the individual mail piece; counts are reported both by day and cumulative total. You are able to select the report type by selecting from the options listed in the drop down menu located in the upper right hand side of the reports dashboard.

Results may be viewed for “first scan” activity, “last scan” activity or “delivery date” (see A2 for a description of each type scan). Select the scan type activity from the drop down menu located to the left of the report type menu.

TSnailWorks™ offers a variety of performance reports that are available as downloads as well as viewable on-line. The performance reports may be selected by scan type and are available by Postal Area, NDC, SCF, State, Zip3 and Zip5 (and by User Defined criteria).

They are not. The SnailWorks™ Forwarded and Returned mail reports provide data for mail pieces that are redirected in the postal system to an address other than the one originally placed on the mail piece.

SnailWorks is also able to manage your ACS reporting data and provide reports for address changes and undeliverable mail reported through the USPS OneCode ACS program.

One of the major benefits of mail tracking is learning the amount of time required to get your mail into the hands of your recipients. If you find there are some ZIP Codes or SCFs that are taking longer than others to deliver you may contact customer service at the USPS and share the mail tracking results with them.