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Getting Started

This guide walks you through setting up WildTrack360 for your wildlife rehabilitation organisation, from your first sign-in to admitting your first animal.

Prerequisites​

Before you begin, ensure you have:

  • A modern web browser (Chrome, Firefox, Safari, or Edge)
  • An invitation to your organisation's WildTrack360 instance, or the sign-up link from your administrator
  • Your wildlife rehabilitation licence number handy

Step 1: Sign In​

  1. Visit your organisation's WildTrack360 URL
  2. Sign in using the Clerk authentication screen (email/password or social login)
  3. If this is your first time, you'll be directed to the role setup page

Dashboard Overview

Step 2: Choose Your Role​

On first sign-in, you'll select your role:

  • Admin — if you're the organisation leader or system administrator
  • Coordinator — if you manage specific species groups and their carers
  • Carer — if you provide hands-on animal care

Your admin can adjust your role later if needed. See Roles & Permissions for details.

Dashboard Overview

Step 3: Complete Your Profile​

After role setup, complete your carer profile with:

  • Phone number — required for compliance
  • Licence number — your wildlife rehabilitation licence
  • Training records — any relevant qualifications

You'll see a dashboard alert until your profile is fully complete. This information is needed for regulatory compliance reporting.

Dashboard Overview

Step 4: Explore Your Dashboard​

Your dashboard view depends on your role:

Admin Dashboard​

  • Compliance Readiness Checklist — shows your organisation's compliance status across carer profiles, training/licence records, and organisation settings
  • Animal overview — summary of all animals currently in care
  • Quick actions — links to manage animals, view reports, and access the admin panel

Dashboard Overview

Carer Dashboard​

  • Your animals — animals assigned to you within your species groups
  • Profile completion — alert if your profile needs attention
  • Quick actions — add records, view your assigned animals

Step 5: Admit Your First Animal​

  1. Click Add New Animal from the dashboard (or navigate to the animals section)
  2. Fill in the admission details:
    • Species (search by common name)
    • Sex and age classification
    • Rescue location (drop a pin on the map for automatic address capture)
    • Rescue date and circumstances
    • If in NSW: encounter type, animal condition, and initial weight
  3. Assign a carer (or leave unassigned for now)
  4. Save the record

See Wildlife Admission for the full guide.

Dashboard Overview

Step 6: Set Up Your Organisation (Admins)​

If you're an admin, complete these setup tasks:

  1. Organisation profile — add your organisation name, jurisdiction, contact details, and licence number
  2. Invite members — add your carers and coordinators through Clerk
  3. Assign roles — set appropriate roles for each team member
  4. Species groups — assign species group access to carers based on their qualifications
  5. Review compliance — use the Compliance Readiness Checklist to verify everything is in order

Next Steps​