Step three — Manage & trace

Keep the seed lot connected to its history.

Review what came back from the field, create the seed lot, then keep the source record connected through processing, testing, storage and handoff.

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Example NativeFlow manage screen, showing made-up data for a fictional Kingborough organisation.

NativeFlowExample data

Seed lot

NC-TAS-260184

Source connected

On hand: 17.8 kg
Containers: 3
Provenance: Verified

CollectionCOL-260184Approved

Processing yield96.7%Recorded

StorageFreezer 02 · Shelf BCurrent

Review

Check it while it's fresh.

Field work arrives as submitted records waiting to be looked at. Approve it, send it back, or fix it. A dashboard shows what's active, what's waiting and what's expiring; an attention list turns the rest into a ranked set of things to do, each with the next action spelled out.

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Collection review: Field work lands in a review queue. Approve it, send it back for a fix, or reject it, and the collector sees which.
Dashboard: One screen for active projects, species targets, ready plans, work awaiting review, seed lots and anything about to expire.
Attention list: A ranked list of what needs action, with the next action named.
Activity charts: Collection and observation volume over time.
Notifications: Get told when seed is ready, a collection needs review, an approval is expiring, or a plan has been assigned to you or gone overdue.
Record notes: Add a note to any record and file it as evidence, risk, follow-up or decision, so the reason behind a call survives the person who made it.
Record timelines: The full history of a site, plant, collection or lot.
Deletions leave a trace: Only a manager can delete a record, and the deletion itself is recorded.

Seed lots

A lot that remembers.

A lot made from a collection keeps the link to the event, the plant and the site it came from. Seed you bought, were given or inherited goes in too, marked for what it is and graded for how well its history stands up. Weak provenance stays visible to everyone who handles the lot afterwards.

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Connected lots: A lot created from a collection keeps the link to its source event, plant and site.
External intake: Record purchased, donated, transferred or historical seed alongside your own.
Provenance confidence: Every lot carries a grade for how well its history stands up, so thin provenance is never sold as solid by accident.
Lot approval: Hold a lot at pending review until someone signs it off, and void one that should never have been created.
Processing records: Inputs, outputs and waste per step, with yield calculated.
Storage records: Periodic storage checks with a condition outcome.
Quality tests: Log viability and quality results, schedule the retest at the same time, and keep both against the lot for whoever asks.
Lot documents: Certificates, permits and test reports attached to the lot.
Automatic flags: Stock with no location, overdue storage checks, failed or overdue tests, and missing evidence.

Storage and inventory

Know what you hold, and where.

Model the store the way you would walk it, from building down through room, freezer and shelf to the position a jar sits in, and put seed in real containers. Every repack, move, adjustment, withdrawal and discard is a transaction, so the balance adds itself up from what happened. Stocktakes reconcile what should be there against what is, including things you didn't expect to find.

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Storage: Map the store the way you would walk it, from building down to the shelf position, so anyone can be sent to find the right jar.
Containers: The physical containers seed sits in, with their own lifecycle.
Inventory transactions: Every repack, move, adjustment, withdrawal, discard and custody transfer is logged, so you can always see how a balance got where it is.
Running balances: Current holdings per lot and per container, calculated from every transaction.
Lot status: Tell at a glance what you can supply from today, what is quarantined, and what is waiting on a decision.
Quarantine: Hold stock out of use without deleting or losing it.
Stocktakes: Structured counts reconciling expected against actual, including unexpected finds.

Proof

Proof someone else can check.

Print QR labels for lots and containers. Scanning one opens the record. Turn on public verification and a buyer can confirm a lot's species, quantity, status and provenance themselves. Registers, certificates and evidence packs generate from the live record, so what you hand over always matches what you hold.

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QR labels: Printable labels for seed lots and for containers.
Scan to record: Scanning a label opens the lot or container it belongs to.
Custody events: Withdrawals, transfers and notes building a chain of custody as seed moves.
Public verification page: An opt-in page a buyer can open from the label to confirm a lot.
Seed lot register: A project's lots as CSV or a formatted PDF.
Seed lot certificate: A presentation-ready PDF for a single lot.
Collection plan evidence pack: A plan's supporting evidence as one PDF.
Project notes in exports: Included project notes travel with registers, certificates and evidence packs.
Photo download: Bulk download of record photos.

Ready when you are

Give your next lot a history.

Prepare one active project free, then add people and projects when the work calls for it.

Start free Back to the start: how planning works