Organisation Admin Guide

Admins can manage items (asset), beneficiaries, merchant partners on TraceDonate. Organizations can also conduct financial settlement and reporting on the platform.


What are assets?

Assets are items that organisation admins can create and manage. Once created, you can adjust the availability of assets on the platform for users.

Select ‘Organisation’ > Select ‘Asset’

You can also send assets to beneficiaries on behalf of their organisation.

Select ‘Users’ > Select ‘Send assets’

This process involves selecting individual(s) and asset values. You can do this via the portal by going to 'Users', followed by 'Send Assets'.

Example of admin identifying beneficiaries for ‘Send assets’ functionality

Example of admin identifying beneficiaries for ‘Send assets’ functionality


You can manage appeals in TraceDonate.

Selecting ‘Organisation’ > Select ‘Appeals’

Here you can create, build, publish and archive appeals. As well as see an overview of all your organisation appeals. Click ‘edit’ to make changes to the appeals.

To create a new appeal, select ‘Create’. You will be asked to enter the required information, and select the items (assets) you wish to make available.

Click ‘Add Asset’ to select items. Click ‘Save’ before exiting the page.

Example of editing an appeal

Example of editing an appeal

Once an appeal is created, you will also have the option to embed the donation form on a website of your choice.

HIV Ireland embeds TraceDonate  within their organisation website

HIV Ireland embeds TraceDonate within their organisation website


Groups are made up of multiple individual beneficiaries, to whom donors can make direct donations to. You can create and manage the groups your organisation wishes to support on TraceDonate.

Selecting ‘Organisation’ > Select ‘Groups’

Here you can create, edit, public and archive groups - similar to appeals.

Select ‘Create’ to create a new group.

Enter the required fields and select the status of your group before clicking ‘Save’. After saving the group information, select ‘People’ to add eligible beneficiaries to the group.

How do I register a beneficiary to my organisation on TraceDonate?

This can be done in two ways.

Beneficiaries can self-register

Beneficiaries can register for an account independently. They can follow the beneficiary guide for more information. Admins will need to verify beneficiaries who self-register.

Select ‘Users’ > Select ‘Dashboard’ > See ‘All’ or ‘Unconfirmed’ to verify users.

Once a beneficiary is verified, they will receive a confirmation email and they can begin to receive payments and make purchases online and in store.

Admins can also assign beneficiaries with accounts

You can assign beneficiaries with accounts via the portal.

Select ‘Users’ > Select ‘Onboarding’ > Scan new, unused digital ID

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You will be prompted to enter the required information in order to register the new beneficiary. After assigning an account, beneficiaries will receive a confirmation email at the email address they provided. Beneficiaries can follow instructions in the email to complete setup of an online account.

How to onboard a merchant partner?

The process of onboarding a merchant partner is similar to beneficiary onboarding. Merchant partners can self-register, which requires verification or can be assigned a merchant account by admin. Similarly, merchant partners cannot accept payments from beneficiaries until their account is verified.

Merchants can also follow this detailed guide here

How to manage the fiat settlement process?

When merchants make a settlement request, you will receive an alert as the organisation admin. In the admin portal, admin will be able to view the request in greater detail, including the transaction records that comprise the request. Once a financial settlement payment has been made by your organisation, you can mark the request as 'complete'. This will update both admin and merchant dashboards to reflect the changes.

How does reporting work?

Reports provide a high-level overview of transaction records. Select ‘Reports’ to view and filter. For instance, records can be grouped by dates, individual merchants or beneficiaries. Reports can also be exported as csv or pdf.

I still need to contact support, what do I do?

Write to us.