1. Dashboard Navigation, Tracking & CSV Operations
Locating & Tracking Shipments: Access active and historical shipments in your Dashboard under Dashboard > Shipments. Each shipment updates automatically with real-time tracking numbers and carrier status once dispatched.
CSV Grouping & Batching: Use the Group column in your CSV upload to assign recipients to specific distribution campaigns, departments, or event cohorts prior to confirming shipment.
Exporting Activity to CSV: Export full shipment data from Shipments > Export CSV. Filter by date range or fulfillment status prior to export to generate specific accounting and logistics reports.
š” NEEDED: Combine Multiple Packs to Single Recipient
āWhen shipping multiple packs or individual items to a single recipient, you must submit them in a single batch order or group CSV upload. Submitting them separately creates duplicate box charges and fragmented tracking.
š” ACTION REQUIRED: CSV Formatting Template
āDownload the official SwagUp CSV Template from Contacts > Upload CSV. Required column headers must include: Recipient Name, Street Address, City, State/Province, Zip/Postal Code, Country, Phone Number, and Email. Any unmatched headers will fail validation.
2. Shipping Policies, Surcharges & Carrier Operations
Processing Cutoffs & SLAs: Requests placed before 12:00 PM EST (MonāFri) begin processing same-day. In-stock inventory ships within 24 business hours (extended to 48ā72 hours during peak seasons).
Carrier Defaults: Carriers are selected automatically based on cost efficiency, box volume, and weight. Custom carrier selection or using third-party account numbers is not supported.
š“ IMPORTANT: Temporary Fuel Surcharges Billed Per Container
āTemporary Fuel Surcharges (Effective April 7, 2026) are applied directly per shipment container: $4.00 per domestic US container and $6.00 per international container.
3. International Customs, India Requirements & Item Restrictions
š“ WARNING: Strict International Shipping & Customs Rules
1. English Characters Only: All international recipient details must strictly use standard Latin/English characters. Non-English characters cause immediate carrier rejection and void shipping protection.
ā2. Tax ID & EORI Compliance: Recipients in multiple countries require personal Tax IDs (CPF, CUIT, RUN, SSN) or EORI numbers for customs release. Temporary event attendees cannot clear customs on site.
ā3. Mandatory India Docs: India customs strictly mandates both Know Your Customer (KYC) documents and a signed Power of Attorney (POA) from the recipient before package release.
š“ IMPORTANT: Restricted Items & Hazmat Guidelines
āā¢ Prohibited Globally: Tobacco, alcohol, firearms, and ivory.
ā¢ Ex-Continental US Restrictions: Food, snacks, beverages, candles, hand sanitizers, matches, power banks, and raw wood/bamboo items cannot ship internationally.
ā¢ Hazmat Warning: Packaging multiple hazmat items (e.g., lithium batteries, power banks, chargers) in the same box triggers hazmat surcharge fees.
Shipment Status Handling Matrix:
Status | Definition & Cause | Policy & Financial Outcome |
Abandoned | Carrier discards package (unpaid duties or unresponsive recipient). | Item cost refunded/credited for SwagUp products. Shipping fees and 3rd-party goods are non-refundable. |
Returned | Package returns to SwagUp warehouse following failed delivery. | Return postage is billed to customer account; items restocked into inventory. |
Undeliverable | Incorrect address, missing contact info, or customs failure. | Carrier address correction and re-routing fees are billed to the customer account. |
4. Warehousing, Assembly & 3rd-Party Items
š¢ GOOD TO KNOW: Real-Time Inventory Tracking
āMonitor real-time stock levels, allocated units, and available balance directly in the Dashboard under Dashboard > Inventory. Keep track of threshold alerts before running out of stock.
ā¢ Swag Pack vs. Individual Items: A Swag Pack consists of multiple items assembled into custom branded packaging; individual items can be stored and shipped on demand without box assembly.
ā¢ 3rd-Party Vendor Warehousing: SwagUp accepts inventory produced by outside vendors. Items must be pre-approved, properly labeled with SwagUp SKUs, and incur intake/receiving fees alongside monthly storage fees.
š” NEEDED / ACTION REQUIRED: Packing Adjustments & Repack Fees
āRepack requests modify active pre-assembled inventory packs:
ā¢ Turnaround Lead Time: Up to 3 weeks once all component replacement inventory arrives.
ā¢ Member Pricing: $5.00 per pack.
ā¢ Non-Member Pricing: $10.00 per pack.
*(Plus any cost associated with new items produced by SwagUp).*