User guide

Getting access

1. Open “Find my profile” (Trouver mon profil): a few questions about your activity, products and countries suggest your profile and your likely EUDR role. Nothing is stored.
2. Fill in the access request. The BIONATURA office reviews it and opens your organisation's workspace: you receive an e-mail with a link to choose your password (valid 72 hours), or a temporary password through another channel.
3. Sign in (passwords have at least 12 characters; change a temporary password in “My account”, Mon compte). After 5 failed attempts, the account is locked for 15 minutes.
4. Forgotten password: “Forgot your password?” link (Mot de passe oublié ?) on the sign-in page; a link valid 30 minutes arrives by e-mail. Sessions opened before the change are closed.

Protecting your account: two-factor authentication

1. Install a free authenticator app on your phone (Google Authenticator, Microsoft Authenticator, FreeOTP…).
2. “My account” (Mon compte) → “Enable two-factor authentication” (Activer la double authentification): confirm your password, scan the QR code with the app, then enter the 6-digit code it shows.
3. Keep your 10 backup codes (download or copy): they are shown only once. Each one allows one sign-in if your phone is lost or unavailable.
4. From then on, each sign-in asks for your password, then the 6-digit code. Phone lost and backup codes mislaid: your administrator (“Users” menu, Utilisateurs) or the BIONATURA office removes two-factor authentication after checking your identity.

Inviting your colleagues (administrator)

“Users” menu (Utilisateurs): create one account per person. Roles: administrator (everything, including users and subscription), data entry (record data), reviewer (validate roles, investigate alerts, sign statements), read-only (consult). An account can be deactivated; it is never deleted.

Completing your organisation's record

“My organisation” menu (Mon organisation): profile, products, region, description. Tick “visible in the registry” so that other members can find you; nothing is public without your consent.

Members and plots

1. “Members and plots” menu (Membres et parcelles; producer: “My farm and plots”): download the Excel template. One row per plot, in three parts: producer profile (code, last and first name, contacts, country, village), plot (area, GPS point for 4 ha at most, boundary above — required: Art. 2, point 28; the boundary cell also accepts GeoJSON), certification (optional).
2. Fill it in, “Check the file” (Vérifier le fichier) then “Import” (Importer). The forest check starts at once on the new plots. Production is not entered: it is calculated (area × average yield).
3. After the import: a global summary above the list, filters on the columns (crop, forest, legality, certification, status) and, on each row, the “Actions” menu: open the page, comment, re-run the forest check, download the producer's EUDR data (TRACES GeoJSON + Excel), delete the row.
4. Wrong import? “Delete the whole list” (Supprimer toute la liste, administrator), type SUPPRIMER, then import the new list. Producers and plots are archived (audit log) and their codes freed; a producer who already has purchases is kept.
5. Each plot is checked: 6 decimal digits, boundary above 4 ha, overlaps, area. Findings are shown; they do not block the import.

Surveying plots in the field, offline

1. “Field app (offline)” menu (Appli terrain), on the field agent's phone: with a connection, sign in then “Prepare the device” (Préparer l'appareil): actors and producers are kept on the phone. Install it on the home screen (Android: browser menu > Install; iPhone: Share > Add to Home Screen).
2. On the plot, without a connection: “New survey” (Nouveau relevé), choose the producer (or create one), then “Walk the boundary” (Marcher le contour, required above 4 ha: walk around it, screen on) or “One point” (Un point, 4 ha at most: stand still in the middle). Add photos and a note.
3. Back within network range: “Send” (Envoyer). Each survey becomes a plot with its checks and photos; a survey re-sent after a drop is never created twice.

Forest check

1. On the same page, the “Forest check” block (Contrôle forestier): each plot is compared with the EU 2020 forest map (JRC) and tree cover losses since 2021; losses from 2001 to 2020 are shown for the review.
2. An alert is not a confirmed deforestation. In “Alerts to review”, “Follow-up” column (Suite à donner; administrator or reviewer): “Validate after visit” (finding and justification: the alert is lifted, the plot is compliant again) or “Leave pending” a field visit. Confirmed deforestation is reviewed on the map, with evidence, and excludes the plot from purchases.

Legality of the chosen producers

1. “Members” tab: tick the producers, then “Legality review of the chosen producers”. For each one, the eight categories of the law of the country of production (land rights, environment, forests, third-party rights, labour, human rights, free prior and informed consent, tax and customs): compliant, non-compliant or not applicable, with a justification.
2. “Assign a certification” (Attribuer une certification): to the whole list or to the ticked producers, the certificate uploaded once is attached to each (a single producer: from their page). Land-tenure evidence is attached to each plot. A certification helps, but does not by itself prove EUDR compliance.

Purchases and lots

1. “Purchases and lots” menu (Achats et lots; producer: “Harvest and lots”): choose the crop and the season. Each producer shows estimated production, what has already been bought and what is still available.
2. Enter the quantities bought (“Purchase” column) and the receipt number, then “Record the purchases”. Above what is available, a justification is required and the purchase stays flagged. An excluded plot never supplies a purchase.
3. “Constitute the lot” (Constituer le lot) gathers the current purchases into a named lot, ready to sell. Plots shared by your producers are accepted from the banner at the top of the page.
4. Yields (average and ceiling, per crop) are set in “My account” (Mon compte, link under your name at the bottom of the menu).

Transactions

1. “Transactions” menu, right after “Purchases and lots”: three tabs, Sales (Ventes), Lot transfers (received and sent) and My constituted lots (Mes lots constitués).
2. “Sales” tab: choose the lot and the buyer or intermediary (connected, or listed in the register: the connection is proposed with the lot), then “Sell and send the file”. “EUDR register (Excel)” downloads the sales register for accounting and audits.
3. The buyer receives a frozen, sealed file (plots, quantities, legality, checks) and accepts or refuses the lot; follow the answers in “Lot transfers”. Only buyers and intermediaries can receive a transferred lot.
4. “My constituted lots” tab: all your lots; a lot's page lets you import the collection register (Excel template pre-filled with your plots) and transfer the lot.
5. A lot not yet sold can be deleted (“Delete”, Supprimer): it stays archived, and its purchases go back to the current purchases to constitute another lot — or are cancelled, and the quantity becomes available again at the producers.

Actors, EUDR roles and statements

1. Each product flow's EUDR role is determined with the BIONATURA office (“Ask for help”), with the articles of the Regulation.
2. A cooperative or producer selling to an exporter or an importer does not itself place products on the EU market: the “TRACES statements” menu only appears once a flow is validated as operator, micro or small primary operator, or authorised representative.

Finding and connecting your suppliers

“Global registry” menu (Registre mondial): propose a connection, or send a purchase request on an offer. Suppliers who do not use TracaTerre can remain simple actors in your registry.

Receiving a transfer

1. “Batch transfers” menu (Transferts de lots): open the file (plots, legality per producer, checks, upstream references), then accept it by choosing the supplier actor, or refuse it with a reason.
2. Accepting creates a receiving batch that can be used directly in the statement composer. You do not change a producer's quantities: if something is wrong, refuse and ask the supplier to correct it.

Linking TracaTerre to your TRACES account (Production)

1. Your statements are submitted with YOUR TRACES account: TracaTerre has none of its own. Once only, before the first statement.
2. 1. Register your company as an operator in TRACES Production (eudr.webcloud.ec.europa.eu, EU Login): company name, country, EUDR activities (import, export, placing on the market) and EORI number, mandatory to import or export. The Commission's “EUDR Economic Operators (EO) user manual V3” describes each screen. Wait for your operator to be validated.
3. 2. Request “web service” access in a new message to TRACES-Support@ec.europa.eu: your validated operator, the TRACES user who will use it, and the software used — TracaTerre, by BIONATURA (Togo), whose API tests were passed in Acceptance on 8 October 2026. The BIONATURA office (support@tracaterre.com) gives you the name of the user who passed these tests.
4. 3. Once access is granted, in TRACES Production: menu at the top right > “Edit Profile” > Web Services Access panel. Note your username and client identifier (WebServiceClientId), and display the authentication key (eye icon). The Commission never sends this key by e-mail.
5. 4. In TracaTerre: your company's record (“Link my TRACES account” in the first steps, or the actor record) > “TRACES connection” (Connexion TRACES). Enter the username, key and client identifier, then “Test the connection”. The key is encrypted: nobody, not even BIONATURA, can read it back. Also fill in the EORI and, if your TRACES user serves several operators, this operator's “TRACES access identifier”.
6. Never send your key by e-mail, WhatsApp or phone, not even to the BIONATURA office: you enter it yourself in TracaTerre.

Composing, signing and submitting the DDS

1. “TRACES statements” menu (Déclarations TRACES): compose the statement from your batches or a shipment. Blocking anomalies (excluded plot, non-compliant legality, batch without origin, outputs above inputs) are listed.
2. Assess the risk and document your mitigation measures: this is your due diligence; the software does not decide for you.
3. An administrator or reviewer signs with their commitment: the statement is frozen, then submitted with your TRACES account (actor record, encrypted key). TracaTerre then retrieves the reference number and verification number.
4. Amendment or withdrawal: possible within 72 hours of submission.

Evidence file

From a batch, shipment or statement, download the ZIP file (data, documents, PDF summary, fingerprint manifest): this is what you show a competent authority during a check.

1. Connect with the sector's organisations from the registry.
2. Each one decides to grant (or withdraw) the sharing of its indicators with you.
3. “Sector indicators” menu (Indicateurs de la filière): plots, areas, check results, declared legality, delivered volumes, by product and country. A cell is hidden when fewer than three organisations contribute.

1. Open a connection with the client from the registry.
2. “Data deposits” menu (Dépôts de données): deposit the file (GPS survey, analysis, certificate; 10 MB maximum) with its reference and validity.
3. The client accepts it (the file joins its evidence file, with your name as source) or refuses it with a reason. The file is sealed by its fingerprint.

1. “Subscription and invoices” menu (Abonnement et factures): the current plan and the usage of the period (producers, batches, statements…) compared with the included quantities.
2. Enter your billing details (address, tax identifier, e-mail): they are copied into each invoice when it is issued.
3. Download your invoices as PDF. Pay by bank transfer or Mobile Money to the details shown on the invoice, quoting its number; the BIONATURA office records the payment.
4. Beyond the included quantities, additional units are invoiced with the following period.

1. Isolation: an organisation never sees another's data, except what that organisation itself passes on (transfer, sharing, deposit).
2. Nothing is deleted: items are archived. The audit log keeps every action (who, what, when, before, after); administrators and reviewers can consult and export it.
3. Each piece of data keeps its provenance: declared, verified, missing, anomaly, human decision.
4. The software flags; an authorised person decides and signs.
5. Privacy policy: “Privacy” page (in French).

1. “Ask for help” menu (Demander de l'aide), or the “Need help?” link (Besoin d'aide ?) at the bottom of the menu, which attaches the current screen: describe what you are trying to do and what happens. Never write a password or a TRACES key.
2. The office answers on the same page; you can follow up, then mark it as resolved.

The terms of the Regulation and of TracaTerre are explained in the glossary, in English and French. Summaries of the Regulation are indicative: only the text published in the Official Journal of the European Union is authentic. The application screens are in French.