Setting Up Your Packaging and Bundling Rules in Gelato Connect
Every production facility has its own way of packaging products — the types of boxes you use, how you bundle multiple products together, and how you prepare shipments for dispatch. Gelato Connect gives you full control to define these packaging and bundling rules so that our system can automatically calculate the best fit for each order, ensuring efficiency, accuracy, and cost optimization.
This guide will help you, as a production facility, to set up your packaging logic inside Gelato Connect from start to finish.
By following this process, you’ll make sure Gelato Connect understands:
What packaging materials you have in your facility (boxes, envelopes, tubes, etc.)
How your products are bundled together in real life
How we should dimensionally calculate and select the right box for every order
How to view and, when needed, override the box selection at the packaging station
Why This Is Important
Setting up your packaging and bundling rules allows Gelato Connect to mirror your actual packing process digitally. Once configured, the system can automatically select the correct box and calculate the most efficient packaging combination based on your rules — saving time, reducing shipping costs, and ensuring your customers receive perfectly packed products every time.
The Setup Process
You’ll go through three main steps to complete your setup:
Upload Your Packaging Inventory
Tell us what boxes and packaging materials you have in your facility. Include details such as box names, internal dimensions, and weights.Set Up Packaging and Bundling Rules
Define how different product types are packed together — for example, how many T-shirts fit in a box, whether posters are shipped separately, or if multiple products can be combined.View and Override Box Selection at the Packaging Station
Once your rules are set, Gelato Connect will automatically choose the right box for each order. At the packaging station, you’ll be able to see which box was selected and, if necessary, override it manually to choose a different box before finalizing the shipment.
Once these steps are complete, Gelato Connect will automatically use your configuration to optimize packaging for every order — helping you reduce wasted space, lower shipping costs, and simplify your fulfillment process.
Step 1: Upload Your Packaging Inventory
Part 1: Upload your packaging materials
Before you can create packaging rules in Gelato Connect, you first need to tell the system which packaging materials are available in your facility.
This is done from the Packaging Materials page. Here, you can add the boxes, envelopes, book wraps, mailers, or other packaging types your team uses to pack and ship orders.
Once added, these packaging materials can be used later when creating packaging rules.
Why this matters
Packaging materials define what your facility can physically use to pack orders. Gelato Connect needs this information before it can help you automate or guide packaging decisions.
Open Packaging Materials
Go to Packaging Materials in Gelato Connect.
You can find this page in one of two ways:
Search for Packaging Materials in Gelato Connect.
Go to Product Setup, then open Packaging Materials.
This page is where you manage the packaging materials available in your facility.
Add packaging materials
There are three ways to add packaging materials.
Option 1: Import from inventory
Click Import from inventory to import packaging materials directly from procurement.
This is an automated flow that brings packaging materials into Gelato Connect from your procurement setup.
Option 2: Import from file
Click Import from file if you want to upload packaging materials in bulk.
You can download the template, fill it in with your packaging details, and upload the completed file back into Gelato Connect.
Option 3: Add manually
Click Add manually to create a single packaging material yourself.
When adding a material manually, first select the packaging type, such as a box. Then enter the details for that packaging material.
Enter packaging material details
When adding packaging manually, you can define the key information Gelato Connect needs to identify and use that packaging material.
Name
Enter a clear, friendly name for the packaging material.
This name is used throughout Gelato Connect, including when setting up packaging rules. Choose a name that your team can easily recognize, such as:
Book wrap A
Book wrap A4
Small shipping box
Large mailer
Measurement system
Choose the measurement system you want to use.
You can enter dimensions using either the metric system or the imperial system, depending on how your facility manages packaging specifications.
Image
You can upload an image of the packaging material.
This is especially useful for operators at the packaging station, because the image can help them quickly identify the correct packaging material during the packing process.
Dimensions
Enter both the external and internal dimensions of the packaging material.
External dimensions describe the outside size of the packaging. Internal dimensions describe the usable space inside the packaging.
Both are important because they help Gelato Connect understand which products can fit into each packaging material.
Material and color
Select the material and color for the packaging.
This helps make the packaging material easier to identify and manage, especially when you have multiple similar packaging types in your facility.
Save the packaging material
After you enter the required details, save the packaging material.
Once saved, it will appear in your list of packaging materials and can be used when setting up packaging rules.
What happens next
After your packaging materials are uploaded, you can use them to create packaging rules.
Packaging rules determine which packaging materials should be used for different products, orders, or packing scenarios. This is covered in Step 2.
Step 2: Set Up Packaging and Bundling Rules
A lot more detail on bundling rules can be found here.
Once you’ve uploaded your packaging materials in Step 1, the next step is to define how your products are bundled together and which boxes or packages they go into.
In this step, you’ll use the Packaging Rules screen in Gelato Connect to tell the system:
Which product models can be packaged together,
Which packaging materials (boxes, tubes, or envelopes) they should use, and
Whether the system should automatically calculate or strictly apply your own packaging logic.
This step forms the foundation of how Gelato Connect automates packaging optimization for your facility.
What Are Packaging Bundling Rules?
Packaging Bundling Rules are configurable conditions that determine:
Which products are bundled together in one package,
How many items can be included per box or bag,
Which shipping methods or dimensional limits apply during packing.
They ensure orders are packed efficiently, safely, and cost-effectively — while still respecting the specific workflows of your facility.
Why They Matter
Setting bundling rules helps Gelato Connect mirror your real-world packaging behavior. Without these rules, the system would package different product models separately, increasing cost and inefficiency.
Bundling rules allow you to:
Reduce damage risk by grouping compatible products correctly,
Optimize dimensional shipping costs,
Support unique handling for certain product types (e.g., apparel, posters, framed prints),
Comply with packaging and branding requirements,
Automate intelligent box selection integrated with Gelato Connect Logistics.
How Bundling Rules Work in the Workflow
Bundling rules are applied automatically during the packaging process as part of the Gelato Connect workflow:
Order Received – The system collects all product, shipping, and destination details.
Group Products – Products are grouped by technical or commercial models.
Fetch Shipment Data – The system checks carrier constraints (weight, dimensions).
Check for Palletization – If pallet shipping is required, that logic is applied first.
Apply Bundling Rules – The system looks for matching rules you’ve configured:
By customer/tenant, product model, or print location,
The highest priority rule is applied first.
Bundle Products – Items that meet rule criteria are bundled and assigned to the defined packaging SKUs from Step 1.
Fallback Handling – Any unbundled products are split by weight or defaulted to calculated boxes.
Step-by-Step: Creating Bundling Rules
1. Open the Packaging Rules Page
In Gelato Connect, search for “Packaging Rules” using the search bar.
This page displays all your existing rules and allows you to create new ones.
Each rule represents a set of instructions that define:
Which product models can be grouped together
Which boxes they go into
Whether to use volume calculation or fixed rules
Which customers or facilities the rule applies to
Tip: Most facilities have 10–30 packaging rules depending on their product variety and packaging complexity.
2. Create a New Rule
Click “Create New Rule.” You’ll see a table with several key fields:
Field | Description |
Rule Name | A descriptive name (e.g., “T-shirt + Mug Bundling Rule”). |
Customer | Select the customer(s) this applies to, or choose “All” for global rules. |
Priority | Determines which rule is applied first. Higher = higher priority. |
Exact Match | Requires the order to match the defined criteria exactly. |
Ignore Volume Calculation | Forces the system to use your rule even if items don’t fit volumetrically (useful for flexible items like apparel or cushions). |
Split Order into Available Packages | Allows the system to divide the order into multiple boxes if one box cannot fit everything. |
Actions | Edit or delete the rule later. |
3. Define Product Combinations
You can add one or more product models to a rule.
For each, specify:
Product Model Name or UID (e.g., “Mug,” “Poster,” “T-shirt”)
Minimum and Maximum Quantity Range (e.g., 1–6 mugs, 1–10 shirts)
Optional Attributes like size or material (e.g., “Canvas 40x60 cm,” “T-shirt XL”)
Each line in your rule table represents an AND condition (must all be true), while multiple selections within the same field represent an OR condition.
Example:
T-shirt (Qty 1–10) AND Bottle (Qty 1–4) = one package
Poster (Qty 1–12) OR Canvas (Qty 1–6) = one package
4. Link to Available Packages
Next, select the packaging materials that this rule should use. These are populated automatically from Step 1 (your uploaded packaging inventory).
For example:
For T-shirts and bottles: select “Medium Corrugated Box (400×300×200mm)”
For framed posters: select “Flat Box (1000×700×50mm)”
If you add multiple boxes, the system will intelligently choose the most efficient one or split the order into multiple boxes if needed.
5. Set Optional Behaviors
You can further refine the rule with the following options:
Ignore Volume Calculation – Always use this box regardless of volume checks (useful for polybags or flexible items).
Split Order into Available Packages – Allows multiple boxes to be used if one isn’t enough.
Calculated Box – If no package is specified, Gelato Connect will automatically calculate a box size by estimating total bundle volume and adding a small buffer (typically 5%).
6. Save and Manage Rules
Once complete, click Save. Your rule will now appear in the Packaging Rules table. You can edit priorities, modify customer assignments, or delete rules at any time.
Example scenarios:
Example 1: Apparel and Bottle Rule
Name: Apparel + Bottle Bundling
Products: T-shirts (1–10), Bottles (1–4)
Packages: 102×88×107 mm box
Settings: Split order into available packages ✔️, Ignore volume ❌, ✅ Optimizes how small apparel and bottles are combined into existing box SKUs.
Example 2: Framed Canvas Rule
Name: Frame + Canvas Bundling
Products: Canvas (1–6), Framed Poster (0–1 optional)
Packages: Predefined frame boxes (3 SKUs)
Settings: Split order ✔️, Ignore volume ❌, ✅ Ensures frames and canvases are packed together using exact-size boxes from your facility.
Example 3: Apparel Bag Rule
Name: Apparel Polybag Rule
Products: T-shirts (1–3)
Packages: Polybag A
Settings: Ignore volume ✔️, ✅ Forces all T-shirts to fit into a single polybag regardless of dimensional fit.
Priority Logic
When multiple rules could apply:
The highest-priority rule is applied first.
If two rules share the same priority, the older rule takes precedence.
Rules can be specific (deterministic) or generic (fallback):
Specific = customer-specific or product-specific rules
Generic = default fallback rules for all other products
What Happens If No Rule Matches?
If no rule matches an order:
Gelato Connect will use default product grouping (by model).
The system will split the shipment by weight or dimension limits if needed.
A calculated box will be generated automatically so no order is left unpacked.
This ensures all shipments are still processed successfully — even without a direct bundling match.
What’s Next
After setting up your packaging and bundling rules, you’re ready to move on to Step 3: View and Override Box Selection at the Packaging Station, where operators can view which box Gelato Connect selects automatically — and manually override it if needed during packing.
Step 3: View and Override Box Selection at the Packaging Station
Purpose of This Step
This step allows your packaging operator to:
See the recommended box and its specifications (material, dimensions, and weight).
Understand that not using the recommended box may affect shipping cost calculations.
Override the automatically selected box with another available packaging option.
Step-by-Step Instructions
1. Review the Recommended Box
When an order arrives at the packaging station, Gelato Connect will automatically display the recommended box based on your packaging and bundling rules.
You’ll see:
The box name and material type.
The dimensions and weight of the box.
A note that explains this is the system-recommended box.
Important: Using a box other than the one recommended can lead to higher shipping costs on your carrier invoice, since dimensional weight and rates may differ.
2. Open the Box Override Menu
If the recommended box is unavailable or not suitable for the order, click on “Change / Override Box.”
A list of all available boxes from your inventory will appear. Each option will show:
Box image (if uploaded)
Material and size details
Shipping method and price difference compared to the recommended option
Tip: Images can be uploaded manually or generated automatically using AI, helping operators easily identify the correct box visually.
3. Compare and Confirm the New Box
Before confirming, review:
The price difference between the recommended and the selected box.
The shipping method associated with the new box.
Any estimated change in cost or weight.
Once reviewed, click “Confirm Override.” The new box selection will now replace the system recommendation for this order.
4. Complete the Packaging Step
After confirming, the new box selection is saved and used for label generation, shipment cost estimation, and invoicing.
You can proceed with printing the shipping label and finalizing the order as usual.
Example scenario:
Let’s say the system recommends “Medium Corrugated Box – 400 × 300 × 200 mm.”
However, you’ve temporarily run out of this size at your facility.
At the packaging station:
You click “Override Box.”
You see “Large Corrugated Box – 450 × 350 × 250 mm” as an available option.
The system shows a small price difference and notifies you of the change in shipping cost.
You confirm the override and proceed to label creation.
What Happens Next
After the override, Gelato Connect will:
Record the new box selection for that order.
Update any shipment calculations accordingly.
Maintain a log of overrides for transparency and future optimization.
This ensures you always have flexibility on the production floor while still maintaining cost visibility and traceability for each shipment.