Instruction Guide for Administrators

– To Ensure Correct Address Management for Efficient Mail and Parcel Distribution, Security and user administration.

Four Key Points for Effective Mail and Parcel Handling

1. Registration of Address Information

Correct address selection is essential for delivery reliability. It’s important to distinguish between organizations registered with Posten Bring with a P.O. Box address and those registered only with a street address:

  • Companies with a registered P.O. Box address: When the P.O. Box is properly registered with Posten Bring, all letter mail will be delivered to the P.O. Box. Letter mail sent to the street address will be returned to the sender.

  • Companies with only a street address: All mail, including letters and parcels, will be delivered to the street address. Ensure that this address is accurate and up to date.

  • Log in with administrator rights in the Breeze portal.

  • Go to the menu “Portal Information”, select “Add Address” or correct an existing address card.

  • Register either the P.O. Box address or the street address (or both, if applicable), including full postal code and place.

  • Verify the information before saving.

2. Choosing the Recipient Name

Consider whether the recipient name should be a function (e.g., “Reception” or “Department Manager, Dept. xxxx”), especially if the mail is to be distributed internally.

  • Using a functional name makes it easier to handle mail for employees who are not always physically present.

3. Adjust the Address Type According to the Shipment Type

Address use must be adapted to the delivery requirements and the registration with Posten Bring:

  • Parcels: Must be ordered to the street address for Pakke til Bedrift and Bring Bedriftspakke Ekspress.

  • Letter mail and small parcels with "Pakk i postkassen: Should be sent to the P.O. Box address if one is registered with Posten Bring. Letter mail to companies with only a street address must be addressed there.

  • Users can select their preferred default address during checkout in the shopping cart.

Under the menu option Portal Information, administrators can manage the following:

4. Delivery Settings

  • Default address method: Choose between “Optional Address,” where users can add their own addresses, or “Address from List,” which only allows administrator-stored addresses at checkout. At least one address must be added if “Address from List” is selected.

  • Available delivery methods: Select which options will be shown at checkout in the shopping cart. See the list of available options on page 6. The choices made here apply to all users with access.

  • Priority handling: Enable this option to speed up production. An additional cost will be communicated to the requester. Orders registered before 12:00 will be produced the same day, depending on quantity.

In addition to the options above, which you can manage as Administrator , certain settings are defined in agreement with Super Admin at your organization or Sotera:

  • Order reference required at checkout: Activate to make order labeling mandatory during checkout. The order reference will appear on the invoice from us to you.

  • Security settings: Enable secure login with 2FA (two-factor authentication) at portal or user level. When activated, a random six-digit code will be sent to the user’s email each time they log in.

  • Manage more products and accessories: Manage the products and accessories available for ordering you can do as administrator, but add other products you are missing or item you wish to include as personalized accessories (e.g., with your company logo).

User Administration

If you are assigned the task User Administrator, you can add, edit, and delete users in Breeze within the portals you have access to and for which you have been granted this task. All users are found at “Users” in menu.

  • New users can be added at the highest level if they are administrators. From there, they can navigate further into the appropriate sub-portals.

  • Users who are registered without a specific role are automatically assigned the role User, which allows them to order cards directly, send out Duo ID, and view their own orders.

  • Users do not have access to sub-portals unless they are also assigned a role there.

  • If they are assigned the Administrator role, with related permissions such as Data Modification Operator, View Order History, and Approver, they will be able to process incoming Duo ID requests and navigate further into the appropriate sub-portals with their roll set at their logon portal.

    Read more about user rolls here in the Support page

Summary of actions required by the Administrator for optimal onboarding setup

  • Default address method: Choose whether users can enter their own addresses or must select from predefined administrator-stored addresses.

  • Available delivery methods: Define which shipping options appear during checkout (applies to all users).

  • Priority handling: Allows faster production for an extra cost; orders placed before 12:00 can be produced the same day.

  • Order reference required: Makes order labeling mandatory at checkout; the reference will appear on the invoice.

  • Security settings: Activate 2FA to require a one-time six-digit login code sent by email.

  • Manage products and accessories: Administrators can maintain the list of available items and request additional or customized accessories (e.g., branded products).

  • User Administrators can add, edit, and delete users in the portals they manage.

  • New administrators can be added at the highest level and access sub-portals directly.

  • Users without a defined role automatically get the User role (can order cards, send Duo ID, and view their own orders).

  • Access to sub-portals requires a user role in each.

  • The Administrator role includes permissions such as Data Modification Operator, View Order History, and Approver, allowing processing of Duo ID requests.