How to use AgroTrace

Authenticate and land in the workspace for your role.

1. 1Open the site and choose Sign in from the landing page.
2. 2Enter the e-mail address and password issued by the Ministry.
3. 3Ministry staff land on the Command Centre, dealers on the field app, inspectors on their task list, intelligence unit members on the unit board.
4. 4If you are already signed in the page offers Continue or Sign out instead of a form.

Note Accounts are created by a ministry administrator. There is no public sign-up.

Understand access boundaries before requesting data.

1. 1Ministry admin: every region, every dealer, consignments and distribution, plus Settings and quota changes. Alerts and intelligence are not visible to ministry roles.
2. 2Regional director and district officer: the same operational data, scoped to their area, with no settings changes.
3. 3Intelligence unit: the alert cases, signals engine, watch lists and dispatch, at /intel. Invisible to everyone else.
4. 4Dealer: only their own outlet stock, sales and farmers registered in their district.
5. 5Field inspector: only the inspection tasks assigned to them, on a mobile-first layout. Inspectors never see the signal behind a task.

Return to the public home page or switch account.

1. 1Tap the AgroTrace logo (top-left in both shells) to return to the public home page.
2. 2Use the account chip (top-right) for AgroTrace home and Sign out.
3. 3On phones, the three-line button in the top bar opens the Command Centre navigation drawer.

One-screen national picture of the subsidy programme.

1. 1Read the KPI row: bags in circulation, bags in transit, bags delivered to farmers and quota utilisation.
2. 2Use the map panel for live asset positions across depots, dealers and trucks.
3. 3Scroll to the quota and distribution table to compare allocation against actual movement by region.

Track depots, dealers and trucks geographically.

1. 1Toggle asset layers (depots, dealers, trucks, geofences) in the Layers panel.
2. 2Tap the Legend and Layers headers to collapse them — on phones they start collapsed to free up the map.
3. 3Click a marker for a popup card with GPS accuracy, last-seen time and the linked record.
4. 4Truck markers rotate to their heading and can show a breadcrumb trail of recent positions.
5. 5Red circles are the 20 km border buffer zones; anything inside deserves attention.

Note On phones the asset panel stacks above the map and the map fills the rest of the screen.

Register imports and follow sealed batches out of the port.

1. 1Register a new import batch: supplier, product, tonnage, bag count and arrival port.
2. 2Seal the batch once bags are QR-labelled — sealing locks the bag range to the batch.
3. 3Open a batch to see its bags, current custody split and every custody event in order.

Move sealed stock from warehouses to licensed dealers.

1. 1Record warehouse intake against a sealed consignment.
2. 2Create a dispatch: destination dealer or depot, vehicle plate, driver and bag range.
3. 3Issue the waybill; the bags change custody only when the receiving side scans them in.
4. 4Outstanding dispatches stay visible until reconciled, so short deliveries surface quickly.

Trace one bag end-to-end from a QR code.

1. 1Enter or scan the bag QR code.
2. 2Read the custody timeline: registered, sealed, dispatched, received, sold.
3. 3Each step shows the actor, GPS stamp and time, and the map plots the route travelled.
4. 4A gap, a reversal or an off-route stamp is the evidence you cite in a diversion case.

Compare allocation and distribution across the sixteen regions.

1. 1Review allocated, dispatched, sold and remaining bags per region.
2. 2Sort by utilisation to find regions running ahead of or behind quota.
3. 3Drill into a region to see its districts and dealers.

Directory and compliance record for licensed dealers.

1. 1Search or filter by region, district, licence status or risk score.
2. 2Open a dealer profile for licence details, stock on hand and sales history.
3. 3Use the profile before approving a new allocation to that outlet.

Programme analytics and exports for briefings.

1. 1Choose the reporting period and scope (national, region or district).
2. 2Read distribution throughput, farmer coverage and diversion trends.
3. 3Export CSV to attach figures to a ministerial brief.

Programme configuration — ministry admin only.

1. 1Set regional quotas for the season.
2. 2Maintain geofence zones, including the border buffer distance.
3. 3Review the audit log of configuration changes.
4. 4Work through the go-live checklist before the programme opens to real data.

Daily starting point for the outlet.

1. 1Check the header chip: your district and whether the device is Online or Offline.
2. 2The quota card shows bags allocated, sold and remaining for the season.
3. 3An amber strip appears when your outlet or a scan sits inside a border buffer zone — expect verification.
4. 4Use the four action tiles: Sell, Receive, Stock count and Farmers.

Record a subsidised sale to a registered farmer in three steps.

1. 1Step 1 — scan the farmer's QR card (or search by farmer ID) and confirm their remaining entitlement.
2. 2Step 2 — scan each bag QR one by one; the app rejects a bag that is not in your custody or already sold.
3. 3Step 3 — review the summary, confirm the GPS stamp and enter the OTP sent to the farmer.
4. 4Submit. The sale is stored on the device immediately and syncs when signal returns.

Note First write wins: if a bag is scanned twice, the earliest accepted sale keeps the bag and the later attempt is flagged.

Take delivery of a dispatch against its waybill.

1. 1Enter the waybill or dispatch reference.
2. 2Scan the bags as they come off the vehicle; each scan is GPS-stamped.
3. 3Review the variance line — missing or unexpected bags are listed.
4. 4Confirm receipt. Any variance automatically raises an alert for the ministry.

Reconcile physical bags against the system record.

1. 1Start a count and scan every bag on the shelf.
2. 2The app compares your scans with expected custody and shows the difference.
3. 3Submit the count to close it; discrepancies are recorded and visible to the ministry.

Register and look up farmers in your district.

1. 1Search by name, farmer ID or community.
2. 2Register a new farmer with their ID, community, farm size and phone number.
3. 3Open a farmer to see entitlement remaining and past purchases.

Note You can only see farmers registered in your own district.

Your own audit trail of sales, receipts and counts.

1. 1Browse by date; each entry shows bags, farmer, GPS stamp and sync state.
2. 2A pending badge means the record is on the device and not yet uploaded.
3. 3Open a record to see the bag list and confirmation details.

Outlet details, device pairing and offline sync.

1. 1Verify licence status, outlet name and the district your device is geo-locked to.
2. 2Press Sync now to force upload of pending records when signal returns.
3. 3Watch the offline counter — after seven days without a sync, selling is suspended until the device syncs.
4. 4Sign out from here when handing the device to another user.

Keep trading without a network.

1. 1Install the app to the home screen when prompted so it opens without a browser.
2. 2Every sale, receipt and count is written to the device first with its own reference, so nothing duplicates when it uploads.
3. 3The header chip and the banner tell you when you are offline and how many records are waiting.
4. 4Find signal at least once a week: the seven-day rule protects the programme from stale devices.

Work alert cases, reconciliation, patterns, watch lists and dispatch.

1. 1Read the four cards: open cases, ageing cases, largest stock variance and closure patterns to review.
2. 2The ageing section cannot be dismissed; its counts are included in the unit attestation.
3. 3Switch sections with the buttons: cases, reconciliation, patterns, anomalies, watch lists and tasks.
4. 4Open a case to read its full history, then record a status change with a reason.
5. 5In the tasks section, dispatch an inspection task: the inspector receives the instruction and location only, never the case behind it.

Scored anti-diversion signals from the rules engine.

1. 1Read the KPI cards: risk index, critical signals, signals awaiting review and bags implicated.
2. 2Click a rule card (border proximity, stationary truck, route deviation, bag reuse, quota anomaly) to filter to that rule.
3. 3Narrow further with the search box, region and minimum-score filters.
4. 4Swipe the signals table sideways on a phone to reach the Entity, Location and State columns.
5. 5Tick the signals you accept and raise them as cases on the unit board.
6. 6Export CSV hands the filtered signals to a unit report.

Note Thresholds (border buffer km, dwell minutes, deviation km, promotion score) are set by a unit lead.

Add, suspend or remove unit members under dual control.

1. 1Raise a request with a written reason; the lead who raises it cannot cast the first approval.
2. 2A second, distinct intelligence unit member approves before the change is applied.
3. 3Applied changes are written to the role change log with the old role, the new role and the reason.

Note Membership changes are locked unless the unit has at least two active leads.

See who in the unit looked at what, and when.

1. 1Filter by member, action or date to review unit activity.
2. 2Entries cannot be edited or deleted by anyone, including a lead.

See the inspection tasks assigned to you.

1. 1The To do tab holds tasks you have not begun; Started holds work in progress.
2. 2Each card shows the task reference, the instruction and the location.
3. 3Tap a task to open it in the field.

Verify on the ground and file findings.

1. 1Read the instruction and check your position against the task location.
2. 2Press Start task when you arrive; this is stamped with the time.
3. 3Use Capture evidence to take GPS-stamped photographs and add notes.
4. 4Write your findings and submit. Entries cannot be edited afterwards.

Note The intelligence unit sees your notes, photographs and findings against the task; you do not see their case.