How to use WilTrak

Use this guide to launch WilTrak the right way for your team — what to set up first, what your plan includes, and how the dashboard and mobile app work together day to day.

Watch the 4-minute quickstart

See the dashboard and mobile app used together, end to end: signing in, recording a pickup in the field, and reviewing it on the dashboard the same day.

Prefer to read? Download the WilTrak User Guide (PDF) for the same walkthrough in writing, plus answers to common setup and billing questions.

Get started in 4 steps

Register your organization with a work email and your organization name. WilTrak detects your country automatically and uses it to set your billing currency, VAT rate, and regulator.
Verify your email with the code we send you.
Wait for approval if you’re joining an existing team. The first person to register an organization becomes its admin immediately. Anyone who registers under the same organization afterward lands on Pending Access until an admin approves them.
Sign in. WilTrak may ask you to confirm with a passkey for extra security.

Once you’re in, load your master data — Producers, Products, Batches, and Collectors — either by hand or, for large datasets, through CSV bulk import (admins only, under Registry → Bulk import). Then install the mobile app on collector devices and run a test pickup before going live.

What each plan gets you

Pricing and checkout live on the Pricing page — this section covers what each tier actually unlocks and where to find it once it’s on.

Plan	Volume/year	Collectors	Pickups/month	Facilities	Included beyond the tier below
Starter	0–25 t	5	500	1	—
Small Business	25–150 t	20	5,000	3	Anomaly review (confidence-boosting image checks)
Medium Enterprise	150–750 t	50	25,000	10	+ Full audit logs, IP allowlisting, SSO (OIDC), 99.95% uptime SLA, SOC 2 attestation, live data feed, AI-assisted plastic classification
National Producer	750+ t	Unlimited	Unlimited	Unlimited	+ Custom report builder, dedicated onboarding & success manager, custom regulator report templates

A few things worth knowing about that table:

AI-assisted classification covers plastics today (PET, HDPE, PVC, LDPE, PP, PS). Other materials — e-waste, glass, metals, paper, textiles, organics — are tagged manually with full traceability; AI assist for those is coming.
Facilities are a simple registry, not a permissions boundary: add your sites or depots under Admin → Facilities, and your plan caps how many you can register. They don’t yet filter pickups or reports.
National Producer is sales-led, not instant checkout — tell us about your organization from the dashboard and we’ll reach out to activate it.

Don’t need a whole tier upgrade? Add just the capability

These four are self-serve add-ons on any tier that doesn’t already include them natively:

Add-on	Price	Where it’s needed
Anomaly review (confidence-boosting image checks)	KES 4,000/month	Starter only — native from Small Business up
Full audit logs	KES 3,000/month	Starter & Small Business — native from Medium Enterprise up
Custom report builder	KES 5,000/month	Starter, Small Business & Medium Enterprise — native on National Producer
IP allowlisting	KES 2,500/month	Starter & Small Business — native from Medium Enterprise up

Beyond those, a few capabilities are custom-quoted regardless of tier — talk to sales@wiltrak.tech for these rather than expecting self-checkout: AI plastic sorting per photo (KES 15/inference), custom integrations with SAP/NetSuite/Odoo (from KES 150,000), dedicated on-prem or private cloud (from KES 300,000 setup), a municipal compliance officer dashboard (KES 25,000/month per municipality), collector pay automation (KES 10/agent/month), and API rate expansion.

Where to find what you’ve unlocked: anomaly review appears as Anomalies in the dashboard sidebar; the custom report builder appears as Custom reports; audit logs and IP allowlisting are managed under Admin. SSO, the uptime SLA, SOC 2 attestation, and the live data feed are part of your plan automatically — contact your onboarding contact for the connection details (identity provider metadata, webhook endpoint, etc.).

Using the dashboard (web)

The sidebar is organized by job:

Operations — Operator home (today’s pickups, anomalies, compliance snapshot), Pickups, and Anomalies (if your plan includes it).
Compliance — Performance analytics, Compliance (regulator-specific CSV/PDF exports), and Custom reports (if your plan includes it).
Registry — Producers, Products, Batches, Collectors, Shipments, and Bulk import for CSV loads (admins only).
Billing and Admin (admins only) — plan, invoices, user approvals, roles, workspace mode (Live vs Demo), organization country, and the facility registry.
Settings — available to everyone, for your own password and passkeys.

Stuck on anything? Click Ask WilTrak in the bottom corner of the dashboard — it’s grounded in your own organization’s data, so it can answer real questions about your account, not just generic FAQs.

Using the mobile app (field collectors and admins)

Home — what’s happening today.
New Pickup — scan the batch’s QR/barcode or type the code, pick the customer or collector, enter the weight, take a photo, and optionally capture GPS. No signal? WilTrak queues the pickup on the device and syncs automatically once you’re back online — check History if a submission looks like it’s missing, queued items live there under pending sync.
Customers — register a new collector or customer on the spot.
Earnings — incentives and rewards.
Profile — password and login security.
Admin (admin accounts only) — dispatch log, agent assignment, compliance summary, revenue impact, and agent performance, without opening a laptop.

If a submission fails, the most common causes are a batch code that doesn’t match an existing batch, or a missing required field (batch, weight, and photo are all required). If sign-in fails, reset the password from the dashboard and sign in again.

Need a tailored rollout? Contact sales@wiltrak.tech and we’ll map the exact controls and reports for your tier.