Getting Started with UPS CampusShip: A Step-by-Step Guide for Beginners

Starting with UPS CampusShip can feel straightforward if you follow a clear, step-by-step approach. This guide is meant to help beginners set up their account, configure basic settings, create their first shipments, and adopt a few best practices that reduce errors and save time. Think of it as a checklist you can follow the first week you introduce CampusShip into your operations.

1) Prepare your information before signing up

Before creating an account or inviting users, gather the critical information you will need:

• Company name, main billing UPS account number(s), and billing codes if you plan to charge back shipments to departments.
• Standard ship-from addresses (warehouse, office, returns location).
• Common recipient addresses you can preload into an address book.
• Package types you use frequently with accurate dimensions and weights.
• Any special service needs, such as international shipping, hazardous materials, or temperature control.

2) Create your CampusShip account and set administrators

Sign up for CampusShip through UPS (or ask your UPS sales representative to enable it). Designate at least one administrator who will manage user accounts, permissions, and billing. Administrators should:

• Link the appropriate UPS account numbers.
• Set default service preferences (ground, express, next-day) and labeling standards.
• Decide whether users can bypass approval steps or must submit shipments for manager approval.

3) Add users and define roles

One of CampusShip’s most valuable features is role-based access. Typical roles include:

• Administrator: Full access to settings, billing, and reports.
• Shipper: Can create shipments and print labels but may not change billing settings.
• Approver: Reviews and approves shipments created by others.

Create user accounts with strong passwords and unique usernames. Link users to departmental billing codes or cost centers to make chargeback and reporting easier.

4) Configure printers, label formats, and stationery

Set up thermal label printers (recommended for high-volume operations) or desktop printers for smaller volumes. CampusShip allows you to choose label sizes and formats; match these to your printer and packing process. Create templates for common shipment types so users don’t need to re-enter data each time.

5) Set up address books and shipment templates

Preload frequent recipients and common shipments into CampusShip. Templates save time for recurring packages by storing sender and recipient details, package weight/dimensions, and preferred services.

6) Understand rate-shopping and service selection

CampusShip displays available UPS services and estimated costs. Teach users how to compare transit time vs. price and select the most appropriate service. If you have negotiated rates with UPS, those will be visible to users when linked correctly.

7) Print labels and schedule pickups

Once a shipment is created, CampusShip generates shipping labels and any required international documents. Users can print and affix labels, then either drop shipments at a UPS location or schedule pickups. For scheduled pickups, confirm pickup windows and communicate expectations to the carrier and receiving teams.

8) Manage international shipments and customs documentation

If you ship internationally, CampusShip can generate commercial invoices and customs forms. Ensure product descriptions, harmonized codes (HS codes), and values are accurate to avoid customs delays. For beginners, start with low-risk destinations and consult customs experts for restricted goods.

9) Use reporting tools to monitor activity

Explore CampusShip’s reporting features to track shipping spend, top shippers, common destinations, and exceptions. Regularly reviewing reports helps spot billing errors, unauthorized shipments, or opportunities to consolidate or change service levels.

10) Train users and document procedures

Create short how-to guides or quick reference sheets for common tasks: creating a shipment, printing a label, scheduling a pickup, and finding a tracking number. Conduct a brief hands-on training session so users become comfortable with CampusShip’s interface.

Common beginner pitfalls and how to avoid them:

• Incorrect package dimensions — Measure packages accurately to avoid dimensional weight fees.
• Wrong billing codes — Preconfigure billing codes for departments and require users to select them to prevent billing confusion.
• Unsupported items — Maintain a list of prohibited or restricted items and ensure users consult before shipping such goods.
• Printer mismatches — Test label templates with your actual printer to avoid wasted labels and misaligned printing.

Example first-week rollout plan for a small office:

1. Day 1: Create CampusShip account, link UPS numbers, set admin user.
2. Day 2: Add 5–10 users, set roles, preload common addresses and templates.
3. Day 3: Configure printer and print a test label; adjust templates as needed.
4. Day 4: Run a mock shipment (domestic and international if applicable) and review documentation.
5. Day 5: Hold a short training session and distribute quick reference guides.

Getting started with UPS CampusShip is largely about preparation, simple configuration, and user training. With a few basic settings and templates in place, most beginners will find they save time and reduce shipping errors quickly. CampusShip’s centralized controls also make it easier to scale processes as your organization grows.