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03Your platformfor boards & operations

Manage your CSC
with confidence.

Members, cultivation, inventory, dispensing and compliance on one surface — much of it live today. Dispensing limits are checked before booking, not just documented afterwards.

Create account · free Dashboard preview
20
Modules · live
11
Cultivation stations · live
50 g
Monthly limit · checked
How it all comes together

From cultivation batch to recorded handout.

Quantity checksbefore recordingCultivation11 stations · cutting → finishedInventoryRecorded stock movementsDispensing § 19Limit check before bookingMemberQR card · age checkTrace recorded inventory movements and handouts
How Manage works

Three steps. No sales call.

01

Manage members

CRM, 360° profile, intake workflow, inbox & circulars, QR member card.

02

Dispense at the counter

Scan QR, strain + amount — the CanG limits are checked before booking.

03

Serve the authorities

Review recorded quantities and handouts and export member data as CSV. Check completeness and the scope of the requested records.

Preview · dashboard

See how calm operations can be.

app.herbtrack.de/clubs/gruenwerk-berlin Sample data
42Members
312 gDispensed today
3Open applications
458Seats left
Ask HerbTrack
42 members, 458 seats left. 3 applications awaiting review.
Available nowmax. 10% THC
8g
Limited by the remaining monthly amount — the daily cap is higher.
Available today25 / 25 g
This month8 / 30 g

This preview shows selected metrics with fictional data. In the interactive admission example, you can follow a board decision and the member’s perspective.

Try the admission workflow
What Manage does

Four building blocks, one promise.

Member CRM

Cockpit, list, 360° profile, intake workflow, inbox & circulars, events — all live.

Cultivation & inventory

Cultivation lifecycle across 11 stations — from mother plant & cutting to curing & finished, incl. destruction (§ 26). Harvest into inventory, movement tracking.

Compliance blocks

25 g/day, 50 g/month, 30 g & ≤10% THC for ages 18–20 — checked before booking, not after.

QR member card

Rotating 30-day token, staff scan at the counter including age check (§ 19).

All modules · the real feature set

One cockpit for the whole association.

Members & collaboration

Members

CRM, intake workflow with applications & waiting list, 360° profile, 5 membership types, 6 statuses.

Inbox

Two-way message threads with members, internal staff notes.

Announcements

Circulars to everyone, groups or a selection — with reactions and email opt-in.

Events

Association calendar: dispensing days, meetings, workshops — with sign-up.

QR member card

QR membership pass in the member app, also available as a PWA. The saved pass can be displayed offline; the server checks eligibility and quantities when recording a handout.

Skills network

Find skills nearby. Search shows competencies, profile text and rounded distances; names and exact addresses are not part of the structured search fields.

Cultivation & stock

Strains

Strain catalogue with THC/CBD information and member ratings.

Cultivation

11 stations: from mother plant & cutting through germination, flowering and harvest to curing & finished — incl. destruction (§ 26), yield & rooms.

Inventory

Recorded stock and movements: intake, handouts, adjustments, disposal and returns.

Distribution & contributions

ID check & dispensing

QR scan at the counter, age check (18+/21+), § 19 limits checked before every booking.

Fees

Manage contribution plans, due dates and recorded payments. Document SEPA mandates; direct debit collection is still planned. DATEV export is available after setup.

Till

Counter till for product sales (e.g. merch): VAT split, change calculation, daily overview. The § 19 handout itself stays moneyless — fee instead of payment (§ 25). The till report is a bookkeeping aid with CSV export.

Records & exports

Compliance & audit

Checks during admission and handouts cover member capacity, other memberships within HerbTrack and recorded quantities. Administrative actions are logged.

CSV export

Export selected fields from active and paused memberships as CSV.

§ 26 annual inventory report

The annual report under § 26 (3) KCanG — per strain: cultivation, transfer, destruction and year-end stock with THC/CBD, aggregated automatically from cultivation and inventory data. Read-only, exportable as CSV; deadline 31 Jan of the following year. You submit it to the authority yourself.

Club overview & assistance

Overview

Cockpit with key figures: active members, open applications, fee arrears, free slots.

Profile

Public CSC profile & directory entry (researched · listed · managed).

Real-time

The cockpit receives updates over a live connection. Connection interruptions can delay updates.

Ready-Score

The club's progress score, computed live — from the first day of founding.

AI assistance

“Ask HerbTrack” answers questions using selected club metrics and operational data. The assistant reads data without recording transactions. Your questions are also processed.
Contributions & reports

Manage contribution models and review transactions.

Fixed monthly fee

A fixed recurring contribution for your members.

Tariff tiers

Members choose their tier — from light to heavy user. Fairly segmented, simply explained.

Gram tier

Contribution model with quantity tiers. Review its legal and tax setup for your club.

Hybrid

Base fee plus a variable component — flexible, without the bookkeeping descending into chaos.

Wallet / credit

Review credit and related transactions in the contribution account.

Cost recovery / donation

Record cost-covering contributions and donations as separate components. Review the setup for your club.

Document and review contributions
VAT classification

Real vs. non-real fee — classified per component, § 19 UStG small-business rule via a toggle.

SEPA mandates

Record and revoke SEPA mandates. Automatic direct debit collection is still planned.

PayPal for fees

With a configured PayPal connection, members can pay contributions to the club. Confirmed payments are recorded as contribution transactions.

Contribution receipts

Receipts for recorded contribution payments. Check the details for your accounts.

DATEV export

Export recorded contribution transactions as a DATEV batch. Accounts and adviser details must be configured; each export covers a period within one calendar year.

Review transactions

Review recorded contribution transactions for bookkeeping. Clarify retention and tax requirements with your adviser.

Practical guide · Switching software

From spreadsheets to CSC management: prepare the switch

New software does not resolve inconsistent club records on its own. A clear handover helps prevent duplicate work and missing entries. These four steps help you move from spreadsheets or another club management tool.

  1. Gather records and assign responsibilities

    Record where member details, applications, contributions and stock movements are stored. Assign an owner to each area. Check duplicates, missing details and conflicting statuses before transferring data. Keep working copies in a protected location with limited access.

  2. Clarify migration and exports in advance

    Ask about supported file formats, required fields and historical records. A CSV export does not automatically mean that the same file can be imported. Use an anonymised sample to check what can be transferred, which records need a separate archive and how much work is involved.

  3. Test a complete workflow

    Use test data to work through admission, contributions, stock receipt and distribution. Include an incorrect entry, a correction and an export. Involve the board and the people at the counter: everyone should understand their tasks and access permissions before launch.

  4. Set a cutover date and reconciliation checks

    Agree when recording in the old system stops and the new one starts. The same transactions should not be duplicated unnoticed. Reconcile member counts, outstanding contributions and stock at cutover, then repeat after the first working day. Document discrepancies and how they were resolved.

This checklist covers your preparation. Confirm which records and historical transactions can be transferred to HerbTrack before switching. Plan archiving and retention of existing records separately.

Your path with Manage

Ready to go in five steps.

1

Onboard members

Intake workflow, 360° profile, QR card, inbox & circulars.

2

Dispense at the counter

Scan QR, strain + amount — limits block before booking.

3

Track cultivation

From cutting to batch: 11 stations, harvest into inventory, movements.

4

Compliance runs along

25 g/day and 50 g/month are checked against recorded operations; handouts are documented.

5

Serve the authorities

Review recorded quantities and handouts, export member data as CSV and check documents before submitting them.

Frequently asked questions

Everything you want to know.

Member CRM, intake, inbox & circulars, events, strain catalogue, cultivation (11 stations), inventory, dispensing with limit checks, QR member card, real-time notifications and the AI assistance “Ask HerbTrack”.

The CanG limits (25 g/day, 50 g/month; 30 g & ≤10% THC for ages 18–20) are checked before every dispensing. If a dispensing would exceed the limit, it isn't booked at all.

Identity verification uses an external provider. HerbTrack processes required verification results and identity details for access and membership. The privacy notice explains the data involved.

For section 26(3) KCanG, HerbTrack compiles recorded cultivation, handout and disposal quantities and year-end stock by strain. Handout documentation and member CSV exports are also available. Check your data and authority requirements; you submit the documents yourselves.

Contributions and handouts are recorded separately. A club can additionally enable a handout block for contribution arrears. The software then blocks affected transactions; an authorised board member can document a reasoned override. This describes the feature, not the legal validity of your club rule.

The till report is a bookkeeping and overview aid: turnover per VAT rate, payment methods, receipts — exportable as CSV. It is deliberately not a fiscal Z-report and not a DSFinV-K export. Whether your till is an electronic recording system with a cash-register function (§ 146a AO, TSE obligation) is something to clarify with your tax advisor.

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