GS1 US Rapid Record - Setup and User Management
GS1 US Rapid Record™ lets organizations capture harvesting, cooling, initial packing, and shipping event information through an SMS text messaging workflow. An administrator must complete setup in their GS1 US Account before authorized users can log events. This article explains how to complete setup and manage user access in Rapid Record.
Before you begin make sure:
- You have access to your GS1 US Account.
- The products, such as lettuce or tomatoes, that you plan to capture have been created in your GS1 US Account using GTINs.
- For information on creating a GTIN for your products using GS1 US Data Hub, visit the Create a Product article.
- The locations, such as farms, fields, or cooling facilities, that you plan to capture have been created in your GS1 US Account using GLNs.
- For information on creating a GLN for your locations using GS1 US Data Hub, visit the Add a Location article.
- You know who should receive completed event records.
Note: Rapid Record does not store completed harvesting, cooling, initial packing, or shipping event records within your GS1 US Account. Event records are sent to the email address configured during setup. Be sure your organization has a process for retaining these records.
View the video or written instructions below for step‑by‑step guidance
Setting up Rapid Record
- From the Rapid Record Setup page, navigate to Your Approved Users
- Here you can click the +Add a User button to add a new user, the Edit button to modify an existing users details, or the Trash Can icon to remove them
Note: If a user doesn’t receive their invitation or deletes the text message before accepting the terms and conditions, you can remove them from the Your Approved Users tab and re-add them. Alternatively, they can text 1-833-364-5989 to re-engage with the tool.
Once a user completes a harvesting, cooling, initial packing, or shipping event the record is sent to the email address on file. These records are not stored in your GS1 US account.
To view or change the email address on file, follow these instructions:
- From the Rapid Record Setup page, navigate to Your Record Delivery Settings
- Enter the email address that should receive the completed records and click Save
- From the Rapid Record Setup page, navigate to Your Products Lists
- To create a new list, enter the list name in the Create a New List box, then click +Create
- Click Edit this List to open the Product List
- Next, enter a GTIN in the field and click Add to List. If needed, you can modify the name of the product. Click Save Product List
- You can create up to 8 product lists
- To remove a product, click the Trash Can icon
For information on creating a GTIN for your products using GS1 US Data Hub, visit the Create a Product article.
To find a GTIN assigned by another organization, use the GS1 Database.
- From the Rapid Record Setup page, navigate to Your Location Lists. You can create up to eight lists to organize your locations. These lists make it easier to find the correct location when using the Rapid Record SMS tool
- To create a new list, enter the list name in the Create a New List field and select Create
- Click Edit this List to open the Add Location
- Enter a GLN in the field and click Add to List. You can add up to 8 GLNs per list. If needed, you can modify the name of the location
- You can create up to 8 location lists.
- To remove a location or location list, click the Trash Can icon
For information on creating a GLN for your locations using GS1 US Data Hub, visit the Add a Location article.
To find a GLN assigned by another organization, use the GS1 Database.
- From the Rapid Record Setup page, navigate to Your Units of Measure
- In the Find a Unit of Measure search box you can search for the Unit of Measure you’re looking for, then click Add to List
- To remove a Unit of Measure, click the Trash Can icon
- From the Rapid Record Setup page, click Launch Rapid Record Emulator which will give you the ability to test the sms feature
- This opens a simulation showing how the SMS tool will appear for harvesters. Send “start” to initiate the tool
Note: CSV Event records will not be generated by using the emulator.
