Organisation Admin Guide

Admins can manage items (asset), beneficiaries, merchant partners, including conducting periodic fiat settlements and reporting on the Transparency Engine portal. These key processes are described below in detail.


What are assets?

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

This is done by going to ‘Assets’ under ‘Organization’ after logging into the admin portal.

Admins can also send assets to beneficiaries on behalf of their organisation. This process involves selecting individual(s) and asset values. Admins can do this via the portal by going to 'Users', followed by 'Send Assets'.

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Appeals are initiatives that you can create and manage via the admin portal. Selecting ‘Appeals’ under ‘Organization’ provides an overview of all your organization’s appeals. You can edit and adjust the status (Published / Draft / Archived) of your appeals here.

Select ‘Create’ to create a new appeal. Enter the required fields, select the items you wish to make available by clicking ‘Add Asset’ and select the status of your appeal before clicking ‘Save’.

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



Groups are initiatives that include individuals to whom donors can make direct donations to. You can create and manage your organization’s groups via the admin portal. Selecting ‘Groups’ under ‘Organization’ provides an overall overview. You can edit and adjust the status (Published / Draft / Archived) of your groups here.

Select ‘Create’ to create a new group. Enter the required fields and select the status of your appeal before clicking ‘Save’. After saving group information, select ‘People’ to add eligible users from your organization’s list 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 need to verify beneficiaries who self-register. Admins can do this by selecting ‘Users’ followed by ‘Dashboard’ on the portal.

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

Admin assigns ID.png

Admins can assign accounts via the portal. To assign a beneficiary with an account, select ‘Users’, followed by ‘Onboarding’.

By clicking ‘Assign’, the onboarding process begins by requiring admin to scan a brand new, unused QR code to assign a digital ID, followed by entering the required fields.

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 largely the same as the one of onboarding users. Merchant partners can self-register, which requires verification and 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, admin will receive an alert. 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 fiat settlement payment has been made by admin organisation, admin 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. Under ‘Reports’, admin will be able to view and filter. For instance, records can be grouped by dates, individual merchants or beneficiaries. Reports can be exported as csv or pdf.