Ship a Laptop

Introduction

Need to send a laptop across town or across the country? The Ship a Laptop feature makes device logistics a breeze. Whether you're equipping a new hire, relocating hardware to your headquarters, or storing a device at the Electric Warehouse, we've streamlined the shipping process to save you time and hassle.

With just a few clicks, you can generate a UPS shipping label complete with a scannable QR code—no boxes or packing materials required. Simply drop off the laptop and charging cable at any UPS location, and they'll handle the rest. This feature ensures your devices reach their destination safely and efficiently, keeping your team powered up and productive.

Feature Details

Shipping From

Save time by pre-populating your shipping information directly from the device you want to send. Navigate to the Asset Detail page for the laptop you wish to ship, click the Actions menu, and select Ship Laptop. The shipping form will automatically fill in the "from" address based on the device's current location or assigned site.

Shipping To

Choose from three convenient shipping destinations to meet your organization's needs:

Address (Employee)
Ship directly to an employee's home or remote office. Perfect for onboarding new team members or supporting your distributed workforce.

Site (Company Location)
Send devices to a company site, such as your headquarters, regional office, or storage facility. This option keeps your hardware organized and accessible for local distribution.

Electric Warehouse
Store devices securely at the Electric Warehouse for future use. Ideal for offboarding processes or maintaining an inventory of ready-to-deploy equipment. Please note: Warehouse shipping fees apply.

QR Code Shipping

Once you've configured your shipment, Electric generates a QR code that serves as your shipping label. Take the laptop and its charging cable to any UPS location—no need to hunt for boxes or bubble wrap. UPS will professionally pack, insure, and ship your device to the specified destination, giving you peace of mind and one less thing to worry about.

How to Ship a Laptop

From the Asset Detail Page

Log in to the IT Hub
Navigate to Devices > Assets in the left menu
Select the laptop you want to ship
Click the Actions button in the upper-right corner
Select Ship Laptop
The "Ship from" address will be pre-populated based on the device's current location and device name and serial number will also be pre-populated.
In the "Ship to" section, choose your destination:
- Address: Enter an employee's shipping address
- Site: Select a company location from the dropdown
- Warehouse: Choose the Electric Warehouse (monthly storage charges will apply once devices arrives at the warehouse)
Review your shipping details
Click the Generate QR Code button
The QR code will be sent to the specified email address
Take the laptop and charging cable to your nearest UPS location
UPS will scan the QR code, pack the device securely, and ship it to your chosen destination

From the Ship a Laptop Page

Log in to the IT Hub
Select Ship a Laptop in the left menu under the Devices section
Enter the "Ship from" address
In the "Ship to" section, choose your destination:
- Address: Enter the recipient's shipping address
- Site: Select a company location from the dropdown
- Warehouse: Choose the Electric Warehouse (shipping charges will apply)
Click the Generate QR Code button
The QR code will be sent to the email address provided
Take the laptop and charging cable to your nearest UPS location with the QR code
UPS will handle packing, insurance, and delivery

Important Notes

Charging cables are required: Always include a working charging cable with your laptop shipment. Devices without charging cables may incur additional fees or be returned.
Warehouse shipping fees: Sending devices to the Electric Warehouse will result in monthly storage charges that will appear on your invoice.
Contiguous US only: This shipping service is currently available only within the contiguous United States.
Track your shipment: Once shipped, you'll receive tracking information via email to monitor your device's journey.

FAQ

What if I don't have the device's charging cable?
If you're missing one, you'll need to source a replacement once the device arrives at chosen destination. Devices arriving at the Electric Warehouse without charging cables will incur replacement costs.

How long does shipping take?
Delivery times vary based on the destination. Shipments to the Electric Warehouse in Texas typically arrive within 1-5 business days, depending on your location.

Can I ship other devices besides laptops?
This feature is currently optimized for laptop shipments.

What happens if I need to change the shipping destination after generating the QR code?
QR codes are tied to specific shipping details. If you need to make changes, generate a new QR code with the updated information.

When will I be charged for my QR code?

QR codes are billed after a laptop has been delivered to the UPS/used.

Communications

The following emails will be sent to assist in the laptop shipment process.

To the address in the Email to send QR code and reminders field in the Shipping from section, ie. the shipper:

The initial request to ship the laptop, including instructions, laptop details and the QR code
A first reminder, only if the laptop hasn’t shipped within 7 days
A final reminder, only if the laptop hasn’t shipped within 14 days

To the address in the Administrator email to receive updates field in the Shipping to section:

A confirmation that the initial request has been sent to the shipper
A notification that the shipper has been sent an initial reminder
A notification that the shipper has been sent a final reminder
A notification that the laptop has been shipped, including tracking information
A notification that the laptop has been delivered

Emails are sent from noreply@electric.ai. Please add this address to your safe senders list to ensure proper delivery.

Example

Below is an example featuring the first reminder email sent to the employee/ shipper if they do not return their laptop within seven days of the original request.

Need Help?
If you have questions or encounter issues while shipping a laptop, reach out to our support team at support@electric.ai. We're here to keep your devices moving!