In order to create a trace account, first head to our sign-up page at track.tracevt.com
You will see a sign in page. at the bottom of that pop-up, you will see a link that says “Register as an Organization”:
Click that link. Enter your name, email, and business name, and submit.
Within a few seconds, you should receive an email at the address you entered with a link to verify your email. If you do not receive this email within a minute, please reach out to us for support.
Setting Up Your Farm or Organization
If you are farm, you must start with setting up a type of “Greenhouse”. This is where you will record your saplings in a tray. All tracking starts from here.
First go to Settings in the top menu.
Then go to Manage Locations:
Then click the Add New Location button:
If this is your first location, please start with Greenhouse. You can name it whatever makes sense for you:
Once you have created a Greenhouse type you can create others. If you are a cultivator, you will need type “Farming”, “Harvest Processing” and “Distribution” types. You can always add other types and locations at a later time.
Summary of Location Types
Start with defining a sapling tray, which then gets filled, picked up, and dropped off at a farming location
Takes sapling trays as input, undergoes testing during the grow process, gets harvested, undergoes additional testing after harvest, and then finally gets picked up and dropped off at a harvest processing location.
Harvest Processing Facilities take a harvested lot as input, fills a supersack flower from part or all of that harvested lot, and then passes it off to a grain processing facility. This could be at the same physical location as your farming location.
Grain Processing takes as input a supersack from a harvest processing facility, trims it and undergoes any necessary remediations, and then outputs a crude barrel which can then be be sent to either crude processing facility, an R&D facility, or sent directly to a manufacturing facility.
Crude Processing takes as input a crude barrel, processes it using some form of extraction (whether CO2, butane, etc), and then outputs a refined barrel for pickup/dropoff at an R&D facility or manufacturing facility.
Manufacturing takes a crude, refined barrel, or research batch and turns it into a product. This product could for example be an edible, a pre-roll, flower, etc. The product is then sent to a distributor.
A distributor takes as input sets of manufactured products, puts them into boxes, and then ships them to a licensed retailer, with the address and license number of the retailer included in the final shipping receipt.
R&D is a special facility that that takes as input a crude or refined barrels, which simply adds an additional step in the manufacturing process. It allows you to add research notes before moving it on to become a final product.
Walkthrough of Typical Flow
Here we will describe a typical flow of a batch of products from soil to shelf. While this is by no means the only flow possible using states in Trace, we will track a batch as it moves from sapling tray→farming→harvest processing→crude processing→refined processing → manufacturing → distribution.
Most growers start off their production process with a tray of saplings. In order to track this stage of the grow process, navigate to your dashboard, and select one of your locations with the type “greenhouse”. From here, you will be able to view your existing sapling trays, and create new ones that will eventually turn into harvested lots. The greenhouse location tracks the product through four stages.
- Your soil-to-shelf process begins with a sapling tray. click on a greenhouse location, and then “create sapling tray”. In the pop-up on the right, enter the name, strain, and date.
- You will now be taken to your tray’s home screen, which you can come back to any time by clicking on this location. Your sapling tray will show up with “tray-empty”.
- Once your sapling tray has been started, it will already have a QR code associated with it that can be scanned by our mobile app.
- Next, click on “seed sapling tray”. Enter the date the seeds were planted under “seed date”, the number of saplings, and any notes on the nutrients used to grow the saplings.
- Click on “complete sapling tray” and enter in the date the sapling tray was completed, and it’s next location.” Select one of your farming locations created when you defined your organization’s locations and click submit. This will allow this sapling tray to show up as an input to a new farm lot at your farming location.
- Finally, enter in the dates of pickup and drop-off for the next two steps when those events occur.
- Your sapling tray is complete!
This is where you grow your crops. Note that you may have different lots in a single farming location, which may have different harvest dates, strains, and slightly different locations. We recommend you use the same farming location for all of these, as long as they are nearby each other, and associated with the same general address.
- The farming process starts off by creating a farm lot, which takes as input part or all of a sapling tray.
- Navigate to one of your farming locations, and you should see in the “inputs” area the sapling tray that you just created. you can click on this to view the QR code of your completed sampling tray just created.
- To start your farm lot, click on “create farm lot”, and enter a name and date for its creation.
- Your lot should now appear in the “outgoing harvest lots” section at the bottom. Click on it to be brought to the farm lot’s home screen, where we will enter all of the data about its progress through the farming phase.
- In the planting phase, click on “add tray”, and select your previously creating sapling tray as input, using some number of saplings that is less than or equal to the total number of saplings defined in your sapling tray. Enter in the date the saplings were transplanted, and any nutrients that were used during the transplant process.
- Next, enter in any information relevant for chemical testing of your plants as they are growing. Feel free to enter NA to skip this step, or enter in a url that links to a COA.
- Next, once your plants are ready for harvest, enter in the date of harvest, and the total dry weight after harvest.
- In the “test farm lot harvest” step, enter in information pertaining to the final chemical test for your lot before it is shipped off to the next phase.
- In the “complete farm lot harvest” step, you will select a next location for your product, and the date the lot was completed. This next location could be a harvest processing facility, distribution, R&D, or manufacturing. For this typical example, we will use a harvest processing facility as the next location.
- Finally, for the last two steps, select the dropoff and pickup dates for your farm lot as it moves to the next location.
Harvest Processing locations are where your newly harvested lot can be turned into a supersack of trimmed product. We call these “supersacks”, which can then be used as input to a crude processing barrel, a refined barrel, R&D, manufacturing, or distribution.
- To create and fill your first supersack, navigate to your harvest processing locations, and click “create supersack”. Click on “add lot” and select your previously created farming lot from the dropdown. Enter in the total weight of the lot you want to use for this supersack, and then date, and click submit. Note that the total available weight / total weight of the farming lot will show up next to the supersack, so the amount you enter must be less than the total available weight of the lot.
- Next, we can optionally test the filled supersack. Your harvest lot may become well-mixed during the harvest processing and supersack filling process, in which case your test results may be more indicative of the true average of your lot at this point. Feel free to enter “NA” to skip this step if you are not conducting an additional test at this phase.
- Next, we will select the next location for our supersack. You can choose one of your grain processing locations, enter the date, and submit.
Grain processing is where you turn your harvest supersack gets processed into a “crude barrel”. Crude barrels can then go on to Manufacturing, R&D, or Crude Processing.
- To create your first crude barrel, navigate to one of your crude processing locations, and click select “add crude recipe”. click “add grain”, and select the supersack you just created in the previous step. Note that, you must select an amount that is less than the numerator displayed next to the supersack you selected.
- when you are ready to process your supersack with remediation and curing, click on “start crude barrel”. Enter in the date, whether remediation is needed (and if so, notes on the remediation), and the post-processing weight of the product, as well as the weight lost.
- Next, you have an option to test your crude barrel, and enter in any relevant information from the COA. To skip this step, simply enter “NA”.
- Complete your crude barrel by selecting a Crude Processing Location you created, and the date it was completed. Note we could also select an R&D or Manufacturing location, but since we are running through a typical flow, we will select “crude processing” instead.
- Finally, at the time your product is picked up enter in your pickup date, and at the time it is delivered at the next location, enter in the dropoff date. you’re done with your crude barrel!
Crude processing locations are where your crude barrel gets turned into a refined barrel through advanced processing techniques such as various forms of extraction. refined barrels can then go on to R&D or manufacturing.
- To start your refined barrel, navigate to a crude processing facility, and click on “add refined recipe”. click “add crude”, and select the crude barrel you just created in the previous step. Enter in the amount (less than the denominator next to the crude barrel), and date, and click submit.
- When you are ready to begin the extraction process, click “start refined barrel”. Select the extraction type, and the post-processing weight (the weight of the extracted product).
- Now you can test your extract by entering in COA information and the date of the test. This step cannot be skipped, as chemical tests are required for all completed extracts.
- To complete your refined barrel, select a manufacturing location as your next location, and the date the extracted barrel was completed.
- Finally, when your product is picked up to be sent to the manufacturing location, enter the pickup date.
- When it is dropped off at the manufacturing location, enter the dropoff date. Your refined barrel is now complete!
Manufacturing locations are where your refined barrels get turned into actual finished products ready for the distributor.
- To create a product, navigate to a manufacturing location and click “create product”. Enter the product’s name and type and the date.
- Next click on the product to go to its home screen, and click “add product recipe”. Select one the refined barrel created in the previous step, and enter in an amount that is less than the numerator displayed next to it to use as the input to your new product. fill in the date, and click submit.
- Click on “start manufacturing product”. Enter the date, and the number of products created, incuding their packaging. Enter in the total number of products created from the amount of refined barrel previously selected as input.
- At this phase you can re-test your product. Enter any relevant information in the COA field, enter the date, and submit. To Skip, simply enter “NA”.
- Next, enter in a distribution location as the next location, and enter the date on which the manufacturing of this batch of products was completed. Click submit.
- Finally, at the appropriate times, enter the date at which the batch of product was picked up from this location and dropped off at the distribution facility. Now your product is almost on the shelves!
Distribution is the final phase of the Trace system, as after this point the product is completely finalized and will no longer change, and is then handed off to another licensee. This is where batches of manufactured products get packaged into boxes and sent to further stages of the supply chain via a distributor.
- To create a box of products, navigate to a distribution location, and click “create a box”. Enter in the box name and the date it was created, and click “submit”. click on your box of gummies to be brought to its home screen.
- Click “fill box”, and select the batch of products just created in the previous step. Enter in the amount of product to be put in the box (must be less than the numerator of next to the product). select the date, and click submit.
- Next, click “ship box”. Here you will need to enter in all relevant information for the licensed distributor to whom you are shipping your product. This includes their name, license number, address, contact information, and information pertaining to the retailer to whom the product is ultimately destined.
- after entering this information, click submit.
You are done!
Now that you have tracked your product from soil to shelf, you can view the QR code to show its full history at any time. Simply navigate to the distribution location to see your final products. If you want to view your completed products as a report, you can navigate to “reports”, and find your product. From there, you can export the history of the production process for regulatory purposes.
At this point you should be good to start. If you have any questions or need something, please reach out and we’ll work with you.