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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

Customise Your Dashboard​

You can arrange the home dashboard to suit how you work:

  • Drag widgets (Call Log, Feed Roster, Key Stats, Training Alerts, Species Distribution, Recent Admissions, Carer Workload, Releases vs Admissions, Animals, and any saved custom reports) to reorder them
  • Resize a widget between full-width and half-width
  • Hide widgets you don't need and show them again later
  • Set the trend window (4, 8, 12, or 26 weeks) used by trend charts

Your layout is saved in your browser on that device, so the dashboard remembers your arrangement next time you sign in. It is not shared between devices, and clearing your browser data resets it to the default layout.

Getting Around (Workspace Navigation)​

A navigation bar follows you across every page of the workspace.

  • On a computer, it sits at the top: the WildTrack360 logo, your destinations, a Search button, and an account menu on the right showing your name, organisation, role, and Sign out.
  • On a phone or tablet, it sits at the bottom of the screen as a row of tabs, with a More button that opens a sheet holding any remaining destinations plus your account details and Sign out.

What you see depends on your role. Carers get Dashboard, My Animals, Feed Roster, and Care Tools; coordinators and admins also get Call Logs, Compliance, and Organisation. A Forms destination appears if Custom Forms is enabled for your organisation. Community appears for every workspace role when the active organisation has joined the Community beta. See Roles & Permissions for the full breakdown.

Printable pages — print views, receipts, and statement views — deliberately hide the bar so they stay clean on paper.

Quick Navigation (Command Palette)​

Press Cmd+K (macOS) or Ctrl+K (Windows/Linux) from anywhere in the workspace to open the command palette, or click Search in the navigation bar. Start typing to jump straight to a page — animals, compliance registers, the NSW Annual Report, care tools, the admin panel, and more. Use the arrow keys to move through results, Enter to open, and Esc to close. The shortcut is ignored while you're typing in a form field, so it won't interrupt data entry.

Results are filtered to your role, so you'll only ever be offered pages you can actually open.

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​