Smart Mailbox (Howest Mct)

Hello!

My name is Jada Guerzoni and I’m a student at Howest in Kortrijk. In our first year, we were assigned to create a project 1. This is a hands-on assignment we work on throughout the month of June and present to our teachers.

For my project, I came up with the idea to build a smart mailbox, which I named MailMate. It looks like a regular mailbox, but it’s equipped with sensors that you can monitor through a website. The system detects when new mail arrives and sends a notification. If the mail gets too wet (for example, when it’s raining), you’ll also receive a warning.

And here’s the best part: by clicking a button on the website, you can activate a servo motor that opens the mailbox door making it easier to collect your mail.

I got this idea because we often forget to check our mailbox at home. Sometimes our mail gets soaked in bad weather, so I wanted to create something practical that solves this everyday problem.

You can find all the code and more information on my GitHub:

Github link

Pi 5

1. The central control unit that processes data and manages all components.

T-cobbler in BCM

1. Breakout board for easy GPIO access on the Raspberry Pi using Broadcom pin numbering.

Breadboard

RFID Sensor

1. A badge scanner that identifies who opens or closes the mailbox door.

DHT11

1. A humidity sensor that measures the moisture level inside the mailbox and alerts when the mail gets wet.

HCSR04

1. An ultrasonic distance sensor that detects when new mail is delivered and counts how often it happens per day.

LCD Screen

1. Displays the IP address of the Raspberry Pi and shows the name of the person who scanned their badge to open the mailbox.

Potentiometer

1. Used for adjusting the contrast of the LCD display.

Servo Motor

1. A motor that automatically opens and closes the mailbox door.

Button

1. A physical button to safely shut down the Raspberry Pi.

external power source

1. Supplies power to the Raspberry Pi and connected components.

Resistors

1. 1x470 ohm
2. 1x10Kohm
3. 1x3.3Kohm
4. 1x2.2Kohm

Kabels

1. male to male
2. female to female
3. male to female

Heatshrink

1. For insulating and protecting wire connections.

MDF 3mm

1. Used to build the physical structure of the smart mailbox.

Hinges (x4)

1. Small metal hinges for mounting the mailbox door, allowing it to open and close smoothly.

Handle

1. Attached to the mailbox door so it can be opened manually if needed.

Hook

1. Can be used as a locking mechanism.

Wood glue

1. Used to glue to pieces together.

Glue gun

1. Glue sticks
2. Used to glue the sensors to the mailbox.

+-180 euro

The first step is to make a database where you will store all your data and ensure it is organized in a structured, efficient way. This includes setting up tables for components, RFID logs, history and user data. Each table should follow at least the Third Normal Form (3NF) to eliminate redundancy and support future expansion.

Overall Dimensions:

1. Height: 33 cm
2. Width: 16 cm

Mailbox Door:

1. Height: 24 cm
2. Width: 22 cm
3. This is the front-facing door that opens and closes using a servo motor, allowing you to collect your mail.

LCD Display Opening:

1. Positioned on the front of the mailbox, there’s a cut-out for the LCD screen:
2. Height: 2 cm
3. Width: 7 cm
4. This displays real-time information such as IP address and badge names.

Top Mail Slot:

1. Located under a hinged flap at the top of the mailbox.
2. Mail can be inserted through this slot.
3. Slot size:
4. Height: 3 cm
5. Width: 19 cm

False Floor Compartment:

1. Inside the mailbox is a false floor that hides all electronics neatly underneath. This keeps the sensors, Raspberry Pi, wiring, and components protected and organized, while leaving space above for incoming mail.

In these adobe PDF files you can see how to connect all the wires and where they belong on the Raspberry Pi.

The MailMate website has been designed with UX and UI in mind, allowing users to quickly access important information at any time. On the homepage, users can instantly see whether new mail has been delivered, monitor the humidity level inside the mailbox, and activate the servo motor to open the mailbox door remotely.

The second page, titled "Users," provides a detailed log of who accessed the mailbox, including timestamps and whether each access attempt was authorized. Additionally, this page includes a secure option to safely shut down the Raspberry Pi that powers the system.

The MailMate project is developed using a combination of Python for the backend and HTML, CSS, and JavaScript for the frontend.

I built the mailbox using 3mm MDF, which I laser cut for precise shapes and dimensions. After assembling it, I painted the surface to make it waterproof and give it a cleaner, more finished look.

Putting in the electronics was quite tricky because I used very thin and sensitive wires. However, by staying calm and connecting each wire one by one, I managed to get everything working perfectly.

If you’ve completed all the previous steps, your MailMate system should now be functioning correctly.

Take a moment to double-check that all connections are secure—both on the breadboard and the individual components. Make sure you are using the correct sensors and that power (VCC) and ground (GND) lines are properly connected to each component.

If you encounter any issues or unexpected behavior, don’t hesitate to reach out for support.