Material Management

Welcome Kit Distribution:
Stage-Based Tracking

Configurable workflow management for material distribution across admissions, employee onboarding, and referral rewards. The right materials, to the right people, at the right time.

See It In Action

Multi-Purpose Distribution System

One configurable system for all your material distribution needs

Admission Visitors

Welcome brochures at the Front Desk, tracked per family to prevent duplicates.

  • Welcome Brochure
  • School Overview
  • Fee Structure

Employee Onboarding

Complete onboarding kits with department-specific materials.

  • Employee Handbook
  • ID Card
  • IT Equipment List

Parent Referrals

Reward kits for families who bring successful referrals.

  • Gift Vouchers
  • Certificates
  • Exclusive Merchandise

Material Categories

CategoryExamplesTypical Use
BrochureWelcome Brochure, School OverviewAdmission visitors
WorksheetSample activities, Assessment prepStudent assessment
Admission KitComplete admission packageCounselor stage
Employee KitHandbook, ID, stationeryNew hire onboarding
Referral RewardGift vouchers, merchandiseParent referrals
MemorabiliaBranded items, giftsAny occasion
Custom PackageTailored combinationsVIP/special cases

How Distribution Tracking Works

Step 1

Identify

Scan QR or select recipient

Step 2

Context

System identifies workflow type

Step 3

Check

Determine materials due

Step 4

Validate

Check for duplicates

Step 5

Record

Log with timestamp

Smart Duplicate Prevention

The system prevents waste by tracking distribution at multiple levels and providing intelligent warnings.

Family-level
Same brochure not given twice to family
Employee-level
Onboarding kit given once per employee
Referral-level
One reward per successful referral

When Duplicate Detected:

  1. 1System shows warning message
  2. 2Previous distribution record displayed
  3. 3Override available with reason (if permitted)

Parent Referral Rewards Flow

1

Referral Tracked

Parent refers another family

2

Enrollment

Referred family completes enrollment

3

Reward Triggered

System flags referrer for reward

4

Distribution

Staff gives referral reward kit

5

Record

Links referrer, referee, and reward

Basic Thank You

Certificate, small gift

Standard Reward

Merchandise, voucher

Premium Reward

Special edition items, larger voucher

Loyalty Reward

Exclusive items for multiple referrals

Configurable Workflow Management

Distribution Rules Tab

  • Create rules per workflow type
  • Define materials per stage
  • Set conditions
  • Configure one-per flags

Materials Tab

  • Manage material inventory
  • Set costs per unit
  • Define minimum stock
  • Activate/deactivate items

Distribution Log Tab

  • View all distributions
  • Filter by recipient/material
  • Search by name
  • Export reports

Analytics Tab

  • Total distributions by category
  • Cost tracking per workflow
  • Inventory status
  • Trend analysis

Cost Tracking & Analytics

Distribution Analytics Dashboard

  • Total DistributionsVolume tracking
  • Cost by CategoryBudget by workflow type
  • Employee Onboarding CostHR budget tracking
  • Referral Reward CostMarketing ROI
  • Duplicates PreventedEfficiency metric

Breakdown Views

By recipient type
By material category
By department
By time period

Streamline Your Material Distribution

See how Unity's configurable workflow management can organize your welcome kits, onboarding materials, and referral rewards.

Book a Demo