Keep Everyone in the Loop: Shipment Notifications With Shippy and HubSpot Workflows

You can answer “Where is my order?” before a customer needs to ask. With shipment updates tied to tracking changes, your customers know what's happening and your fulfillment team knows which packages need attention. You spend less time copying tracking details into individual replies.

Shippy by Dijy, the native HubSpot shipping label app, supplies the live tracking information. HubSpot workflows turn that information into customer messages, internal alerts, and deal updates. You choose which moments deserve communication and what each message should say.

Turn Tracking Updates Into Useful Communication

Shippy passes live tracking information to the associated Order record in HubSpot. That gives you a shipment-specific starting point for order-based workflows, rather than a process built around checking carrier pages and sending manual replies.

The distinction matters: custom notifications are built and sent through HubSpot workflows, not directly by Shippy. Shippy provides the tracking data; your workflow defines the audience, conditions, and action. Confirm that your HubSpot subscription includes the workflow capabilities you plan to use.

Start by deciding who needs each update. A customer needs a clear delivery milestone. Your operations team needs enough detail to investigate an exception. Sending the same message to both audiences rarely answers both needs.

Know Which Tracking Fields to Use

Two fields provide the foundation for shipment notifications: Recent Shippy Tracking Status and Recent Shippy Tracking Status Detail. The workflow guide documents the values you can reference in your automation.

Recent Shippy Tracking Status includes Pre-Transit, In Transit, Out for Delivery, Delivered, Available for Pickup, Return to Sender, Error, and more. Use it to identify the broad milestone or exception that should prompt a message.

Recent Shippy Tracking Status Detail includes Label Created, Departed Facility, Arrived at Destination, Delayed, and more. Use this additional context to understand what the carrier has reported. A general status tells you where the shipment stands; the detail helps explain the latest event.

Tell Customers When a Shipment Is Created or Moving

An order-based workflow can send a customer email when a shipment is created or shipped. Match the wording to the tracking information, so your message describes the package's actual progress.

For example, a creation update could say, “We've created your shipping label and are preparing your package for its next step.” A Label Created detail or Pre-Transit status shouldn't become an “It's shipped” promise. Generating a label and carrier movement are different events.

When the status is In Transit, a message such as “Your package is on its way” fits the milestone. Out for Delivery can prompt a separate update. Choose the milestones your customers need, then confirm the recipient and email setup before enabling the workflow.

Alert Your Team When a Shipment Needs Attention

Order-based workflows can alert your team as statuses change, including when a shipment reaches Error or Return to Sender. That gives the person responsible for follow-up a reason to inspect the record instead of waiting for a customer complaint.

Make the alert useful: identify the affected shipment, state its status, and provide available status detail. Assign responsibility for reviewing the alert so the next step is clear. A Delayed detail calls for investigation, not an unsupported promise about a new arrival date.

Your team can also review shipment history in Shippy Settings. Keep alerts focused on action; use shipping reports for a broader view of activity and exceptions.

Wait for Tracking Changes Before the Next Action

“Delay until property value changed” is a helpful building block highlighted in Dijy's shipping automation guide. It supports a process that waits for a tracking update before continuing, rather than assuming movement after a fixed number of hours.

Check the current status before placing an order into a wait for a future change. An event-based delay doesn't automatically recognize an event that happened before the record entered it. Test how your conditions handle orders that have already reached the milestone.

A property change also isn't always the milestone you want. Review the resulting value before sending the next message, so a change to Error doesn't produce a routine “on its way” update.

Update a Deal When Its Associated Order Is Delivered

A deal-based workflow can move a deal to Closed Won when an associated order's tracking status is Delivered. Use this only if delivery is the point your sales process defines as won.

The documented criteria are that the deal is associated with any order and that associated order's Recent Shippy Tracking Status is Delivered. From there, use the Edit action to update the deal stage to Closed Won.

Review associations before enabling the workflow. If a deal has several shipments, “any delivered order” doesn't mean every package has arrived. Agree on the business rule before applying that stage update.

Give Recipients a Tracking Link When Available

Tracking URLs appear on the View Packages app card and on the Order record when the selected carrier and rate provide them. Check availability before promising a tracking link in every message.

Use the available link when sharing tracking information, and plan message wording for shipments without one. A notification should still explain the current status clearly, without an empty link or an invented delivery estimate.

Start With One Useful Shipment Notification

Begin with one customer update or internal alert that addresses a recurring question. Test it with representative shipment records, confirm who receives it, and check that the wording matches the tracking data.

New to Shippy? Follow our Getting Started guide. If you need help connecting tracking changes to your team's communication process, get in touch with Dijy and tell us which notification you'd like to build. Happy shipping!