🎥 Watch a video overview for this new feature.
Summary
What is the Tracking Link feature?
Each consignment automatically gets its own tracking page - a shareable URL that anyone can open without a Qargo account or login.
Recipients such as consignees, warehouse contacts, or one-off delivery addresses get full delivery visibility the moment they click the link.
The page shows everything that matters: consignment status, stop locations, estimated timestamps, cargo details, pallet scan history, and a live map with the driver's position when en route.
Why use Tracking Links?
Consignees and delivery contacts want to know where their shipment is - but asking them to create a Qargo account isn't realistic. Tracking Links give them a direct window into their delivery, no account needed.
Fewer "where is my delivery?" calls and emails means less time spent chasing updates.
Works for any recipient: regular customers, one-off delivery contacts, third-party warehouses, and more.
How does it work?
A Super Admin configures a Tracking Link Template to define which information fields appear on the page.
When a consignment is created, a tracking link is automatically generated.
The link is distributed to recipients via the Tasks system - consignment tasks or stop tasks - using the ‘Consignment > Tracking link’ variable in email templates.
Links remain active for 30 days after the last consignment update and can be manually revoked at any time.
Terminology
Term | Definition |
Tracking Link | A unique, time-limited URL that gives a recipient read-only access to a consignment's tracking page, without requiring a Qargo login. |
Tracking Page | The public-facing web page a recipient sees when opening a tracking link. Displays status, locations, cargo details, and a live map. |
Tracking Link Template | A configuration set by a Super Admin that determines which information sections and fields are shown on the tracking page. Applies tenant-wide. |
Contact Task | An automated email or notification that can be sent to a contact at a defined consignment status, used here to deliver the tracking link to the recipient. |
Revoke | Manually deactivating a tracking link so it can no longer be accessed, done from the consignment detail view. |
Use Cases
Tracking Links fit naturally into a wide range of transport workflows. Here are some common scenarios where teams are putting them to work.
Standard Consignee Notification
The most common use: automatically email a consignee their tracking link when a consignment is planned or picked up. The consignee gets a live view of their delivery without needing a Qargo account or any manual effort from the dispatcher.
3PL and Multi-Party Shipments
In 3PL setups where transport is arranged for one party but invoiced to another - for example, collecting from a seller and delivering to a fulfilment centre - the Tracking Link lets the seller follow their shipment in real time, without needing access to the full Qargo portal. Each party sees only what they need.
Sharing ETAs with Delivery Locations
Warehouses, ferry terminals, and other fixed delivery points often need to know when a vehicle is arriving. Sending a tracking link to the location contact lets them monitor the ETA directly, rather than calling the dispatcher - reducing inbound calls and keeping handovers smooth.
Replacing Track-and-Trace from a Previous TMS
For teams migrating to Qargo, Tracking Links restore the shipment visibility that customers and consignees had in their previous system. Contacts who were used to receiving tracking updates don't need to change their workflow - they simply receive a link instead.
What Recipients See
Opening a tracking link takes recipients straight to a clean delivery overview - no login, no friction. The page includes:
Consignment status - the current execution status of the consignment (e.g. Planned, In Transit, Delivered).
Stop details - pickup and delivery locations with references, and estimated arrival timestamps.
Cargo details - cargo description, quantities, packaging types, and pallet scan history.
Map - shows the pickup and delivery locations on a map. When the driver is actively en route to the delivery stop, the driver's live position is also shown on the map.
Additional information sections (such as customer reference, container number, transport service, custom fields, and extra fields) can be made visible by configuring the Tracking Link Template - see Configuring the Tracking Link Template below.
The tracking page is fully responsive and works on both desktop and mobile browsers.
📚 Tracking pages are in English only and don't support custom branding. Each tracking link covers a single consignment - if an order has multiple consignments, each one gets its own separate link.
Setup & Configuration
Prerequisites
Getting Tracking Links up and running takes three steps - one for a Qargo Admin, two for a Super Admin:
Qargo Admin: Enable the Tracking Link integration for the tenant.
Super Admin: Configure a Tracking Link Template to define what information appears on the page.
Super Admin: Set up Contact Tasks (consignment or stop level) to send the tracking link to recipients via email.
Step 1 — Enabling the Tracking Link Integration (Qargo Admin)
The Tracking Link integration needs to be activated on the tenant before anything else is possible.
Once active, tracking links are generated automatically for every new consignment - nothing further is needed at this stage.
💬 CONTACT the Qargo team to get the Tracking Link integration added and enabled.
Step 2 — Configuring the Tracking Link Template (Super Admin)
The Tracking Link Template determines what recipients actually see on their tracking page. One template covers all tracking pages across the tenant, so it's worth taking a moment to configure it well.
NAVIGATE to Configuration > Templates > Integration Templates.
SELECT the Tracking Link template type.
TOGGLE the sections and fields to be shown on the tracking page. Available options include:
Consignment status
Stop references
Estimated timestamps
Cargo details and pallet scan history
Customer reference
Container number
Transport service
Custom fields
Extra fields
SAVE the template configuration.
🧰 The template is tenant-wide - all recipients see the same layout and field selection. Per-customer or per-transport-service templates are currently not available.
Step 3 — Sending Tracking Links via Tasks (Super Admin)
The tracking link reaches recipients through the Tasks system. Add the tracking link variable to any consignment task or stop task email template, and Qargo handles the rest - each recipient automatically gets their own unique link.
NAVIGATE to CONFIGURATION > Tasks.
SELECT or create a Contact task at the consignment level.
IN THE EMAIL BODY, type
{{, or click the variable button in the editor, search for Consignment > Tracking link, and select it from the list. Qargo replaces this with each recipient's unique tracking link when the task is sent.
CONFIGURE the recipient - typically the delivery contact or location contact linked to the stop.
SAVE the task configuration.
🧰 Tracking tasks need to be configured at the CONSIGNMENT LEVEL ('Create consignment' & 'Consignment: To Plan'), on Order tasks.
When the task is triggered, the recipient automatically receives an email containing their personalised tracking link.
📚 Tracking links are only generated for consignments created after the integration is set up. To generate tracking links for consignments that already exist, use Recalculate Tasks from the Order List page.
Managing Tracking Links
Link Expiry
Tracking links stay active for 30 days after the last update to the consignment, then expire automatically. Recipients who try to open an expired link will see a clear expiry message.
Revoking a Link
If a link needs to be deactivated early - for example, if it was sent to the wrong contact - it can be revoked at any time from the consignment detail view.
NAVIGATE to the order and scroll to the consignment section.
LOCATE the Sharing icon.
SELECT Revoke and generate a new link.
Once revoked, the link is immediately deactivated. The recipient will see an error or expiry message if they attempt to access the page.
‼️ Revocation is permanent - the link cannot be reactivated, and a new link is not generated automatically, you have to do this manually following the same steps.
Troubleshooting
Issue | Likely Cause | Resolution |
Tracking link is not being generated for new consignments | The Tracking Link integration is not enabled on the tenant | Contact Qargo Admin to enable the integration |
The tracking link variable is not available in the task template editor | The integration is not enabled for the tenant or the task is not being created at the consignment or stop level. | Check if the task is being created at the consignment or stop level, if issues persist contact Qargo Admin |
The recipient's link shows an error or "expired" message | The link has been manually revoked, or 30 days have passed since the last consignment update | Revocation cannot be undone. Check consignment activity and advise the recipient accordingly |
Live driver position is not showing on the map | The driver is not yet en route to the delivery stop, or location sharing is not active on the driver's device | The live position only appears once the driver is actively en route to delivery |
Tracking link covers only one consignment, but the order has multiple | Expected behaviour - each consignment generates its own unique tracking link | Send the relevant consignment-level link to each recipient, or configure tasks at stop level for more targeted delivery |