Entering Tracking Numbers
Updating order statuses
Order statuses let you and your customer know where an order is in the lifecycle.
The main statuses are:
- Processing: Item is being prepared and packaged.
- Completed: Item has left your possession and is with the courier.
- Delivered: Customer has received the order.
How to update statuses:
Log in to your Vendor Dashboard.
Go to Orders and select the relevant order.
From the Status dropdown, select the new stage (e.g., “Dispatched”).
Save the changes — the customer will automatically be notified.
Do not mark an order as dispatched until the courier has physically collected or you have dropped it off.
Entering tracking numbers
Adding tracking details allows customers to follow their delivery and reduces the need for direct support.
Steps to add a tracking number:
In the Orders section, open the order you are dispatching.
Select Create New Shipment and select the status.
Enter the courier name and tracking number and tracking link exactly as provided.
Save your changes. The customer will receive a notification with the tracking link.
Some couriers integrate directly with Kapsule, allowing tracking updates to flow automatically. For others, you must enter details manually.
Best practices for accuracy
- Double-check numbers: A single digit error can prevent tracking from working.
- Update promptly: Enter tracking numbers as soon as dispatch occurs.
- Use the correct courier name: Customers need to know which site to check for updates.
- Maintain consistency: Update statuses in order (Placed → Processing → Dispatched → Delivered) to avoid confusion.
Failing to update tracking and statuses may lead to poor customer feedback and can negatively impact your performance score.
Create a daily routine to enter tracking numbers in batches — for example, at the same time you confirm courier collection.
FAQs
1: Can I update multiple orders at once?
Yes. The Vendor Dashboard supports bulk updates for statuses and tracking where orders use the same courier.
2: What if my courier doesn’t provide tracking numbers?
You can still mark the order as dispatched, but we recommend choosing couriers with tracking for better customer transparency.
3: Do I need to update the “Delivered” status manually?
No. Most couriers report delivery automatically. However, you can update manually if confirmation is received directly.
4: What happens if I enter the wrong tracking number?
You should edit the order immediately with the correct number. Customers will be notified of the update.
5: Will customers be notified when I update statuses?
Yes. Kapsule automatically sends status updates to customers by email or through their order page.
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