WebTracker

Webtracker has been updated for the 2025-2026 school year!

Webtracker is a web-based database that assists with the collection and management of data related to student nutrition programs.  Webtracker is used by all schools in the South East Region, along with many other regions of the province.

This database allows program sites to enter monthly data reports, analyze year to date statistics, submit annual registration, manage funding, place food hub orders, submit receipts, provide feedback and access resources.  You will find instructions and information on the various sections of the database on this website.

Each program site has been assigned a unique log in and password for Webtracker.  Below is the login screen – click here to access Webtracker.

Once logged on, you will see your schools dashboard.

Along the top, under your school’s information, you will find financial information related to funding provided by Food for Learning.  You may receive financial support from Food for Learning, and our partners, in three ways:

• Cash (once allocated, to be sent to your school)
• Grocery Cards (once allocated, to be mailed to your school)
• Allocated funds for food ordered through a food “Hub” (to be ordered on Webtracker and have food delivered to your school)

The second row in the top chart shows how much funding, in each category, was allocated to your school.  The third line shows the balance in each of those categories.

The cash and card balances are the amount of receipts that are still outstanding that need to be submitted to show that the grant/money provided has been spent.

The hub balance shows how much is available to spend for the current school year.

On this screen you will also see tabs connecting you to all other sections of Webtracker, which will help you to manage information related to your student nutrition programs.

Click Client Reports.

Client Reports are broken down into three parts, each providing you will valuable year to date information.  It is suggested that you run this report frequently throughout the year to review and analyze information related to your student nutrition programs.

The first section, Monthly Summary, shows you all information that has been entered into your monthly reports so far this year.  This is a great way to see how many total meals have been served, to evaluate your total expenses, to verify that you have entered in a donation, etc.  Instead of going through each past month one at a time, you can see all information here in one place.

The second section, Purchase Summary will show you a report of the total amount your programs have spent on food orders, if you receive food from our food “hub”. You will need to select a date range, and you can view all purchases or select one vendor. You can export these reports to and excel spreadsheet, by clicking To Excel.

The third section, School Equipment, will show your equipment purchases.  You can download this on excel, clicking the To Excel button.

Receipts are required for all funding provided through Food for Learning  – both cash and gift cards.  Receipts are not required for funds that are not provided through Food for Learning.  Information regarding additional revenue and expenses are captured in your monthly reports.

All receipts are to be submitted online through Webtracker.  The total value of receipts required will be indicated on the top of your screen.  As receipts are submitted, the amount showing as Remaining will decrease.  The Remaining balance for cash and cards notes the total amount of receipts that still need to be submitted this year.

How to submit your receipts:

• Scan and copy your months’ worth of receipts and save it, as a pdf file, on your computer
• Total all receipts (please double check your math – you would be surprised how many addition errors we find when reviewing receipts!!!)
• Click on the Add Receipt button in your Monthly Program Reporting Form

• Complete each of the fields.
  • Note: We suggest that you enter the month you are submitting receipts for, or some other identifier, in the Note section to help you keep track.  Please don’t send messages to us through this note section – there is no guarantee that we will see it in a timely manner.  This is for notes to help you manage your receipt submissions.
  • Description:  you will select cash for the purchases made with payment or on store credit and select cards ONLY if you are redeeming a grocery store gift card that was provided by Food for Learning.  Please note: if you are using a grocery card that you purchased with FFL funding do not enter it under cards, you would submit the receipts for the food purchased when redeeming that card and not for the card purchase itself.
  • Amount:  Please enter the total amount for each image uploaded.
  • Image: Click Choose File to find the file on your computer where you saved the scanned copies of the receipts you are submitting
  • Click Create to complete the process
  • Don’t forget to click Submit Report at the bottom of the Program Reporting Form, and Save at the top right corner of the to save your monthly Program Reporting Form.

As receipts are submitted, you will see them listed.

For those schools receiving their groceries through our food “Hub” (Findlay Foods deliveries to your school) this screen is how you place your weekly orders.

Select the Orders tab from your main screen.  Then click the  +  sign to start your food order.

This will take you to the order form.  Some schools will have 2 tabs showing Grocery Foundation Voucher and Findlay Food option tab. To place your order from our “Hub”, please select the Findlay Foods tab. 

SCHOOL ORDER NOTES – This is for your use only.  Information entered in this section will not be seen by Food for Learning staff in a timely manner.  If you require items not on the order form, please email Cherie Hardie at chardie@hpedsb.on.ca with your request.

ORDER NOTES – Orders are due each Tuesday by midnight for delivery the following week.

Below the school information, you will see an extensive grocery list organized by food group, with non-food consumable supplies at the bottom.  You will enter, under QUANTITY, how many of each item you will require that week (click on the cell under Quantity and use the arrow to add how many you want of that item).  Please pay close attention to case size to help you with your volume.  For example, if you enter 2 under quantity of Apples – Grills Orchards you will be receiving approximately 100 apples (NOT 2 apples) – as the description notes , this case size is ½ bushel which is approximately 50 apples.

On the bottom of your order, you will see the approximate cost of your food order for the week.  There may be some changes after your order has been submitted (due to fluctuating food costs).  These adjustments will be made for you.

Once you have completed your order click the SAVE and CLOSE button at the top left hand corner of the order form.  Please only click the SAVE button once.  If there is a delay and you click the SAVE button again, the order will be submitted twice.  If you notice that this has happened, please contact Cherie Hardie at chardie@hpedsb.on.ca immediately.

As you submit food orders, the value of each order will be deducted from the amount of funding you have available for hub orders for the year (Hub) and will calculate your remaining balance (Remaining).  Please check in frequently to ensure that you do not exceed the funds that have been allotted to your school.

If you have any questions or require assistance with your food order, please contact Cherie Hardie, Food & Logistics Coordinator, at 613-966-1170, ext. 2377.

PLEASE REMEMBER

Monthly reports are due the 7th of the month following the month you are reporting for (example:  If you are reporting for September, your submission is due October 7th)

PROGRAM ACTIVITY

1) How many days was each program available this month? Remember, breakfast is before the bell, mid mornnig meal is after the bell.

Please enter the number of days in the month, that each program you are offering, was available to students.

2) Number of meals and snacks prepared this month

Please develop a method to determine the number of meals and snacks prepared each month.  A simple tally sheet might help to keep track of the meals and snacks prepared daily.  You will add each day’s tally together to get the monthly total: for snacks you would need to provide items from 2 food categories (a fruit/vegetable plus  + one other)  so 1 snack = 2 food items; and for a breakfast you need to provide items from all 3 food categories (fruit/vegetable + protein + grain). Another way to think about this is if you put out 5o yogurt, 50 apples and 50 servings of toast, that equals 50 meals.

FINANCIAL SUMMARY

3) Monthly Revenue

You will enter all cash that you receive this month for your Food for Learning program, from each of the various sources listsed (all non-cash donations are recorded below under In Kind donations).  Please note:  any funding that you receive from or through Food for Learning will be entered into Webtracker for you.  Please to not enter these amounts again in your monthly report.

• To see a list of payments entered by Food for Learning staff, click on the Client Reports tab in Webtracker and choose Montly Summary button.  Here you will see three grouping of information.

4) Monthly Expenses

Under Monthly Expenses, you will enter how much, in total, was spent by your school for food/suppplies needed to operate your Food for Learning prorams.  You will ONLY enter the total amount that was spent this month on purchases made while shopping at a grocery store.  Please DO NOT enter the value of your orders from Findlay Foods, the database automatically captures these totals as you place your weekly orders.

5) In Kind Donations

In Kind refers to non-cash contributions that support the program. Report the estimated dollar value of these contributions to show the full community support for the program. For example, if a parent donated food or supplies.  Please be sure to indicate where the donatios came from and what items were donated.  Any food items that you receive by or through Food for Learning will be entered into Webtracker for you.  Please DO NOT enter these items in your Monthly Report (such as donated milk from Reid’s or the yogurt donated by Breakfast Club of Canada).  You can see a list of what has been entered by checking your Client Report (see #3 above for instructions).

PROGRAM VOLUNTEERS

6) How many hours did volunteers contribute to your program this month?

Total hours combined for all people contributing to your program during the month (remember that all people who help with your nutrition program are considered volunteers – they could be teacher’s, EAs, youth workers, community volunteers, parents, students.  This will capture the total effort required to operate your Food for Learning programs each month.

7) Number of volunteers this month

There was some confusion with reporting volunteer numbers in the past, so we’ve changed it up this year and ask that you report the total number of volunteers each month, including parents, staff, community, students.

SIGN OFF

• When all required boxes have been filled, please be sure to provide your name at the bottom of the screen in the Completed By box.  This is how Webtracker will recognize that your data has been entered.
• Click Submit Report at the Bottom
• Click Save on top right corner
• You will be back at your school’s main page and you will see your name next to the month that you just entered data for – you can go back to this month to make changes up until the 7th of the following month. After the 7th you will not be able to enter any new data or make any corrections, however, you will be able to review any data previously entered.  If you ever notice an error in your data but the date is past when you can make changes yourself, please contact any member of the Food for Learning staff and they can make the corrections for you.

Each school is required to complete and submit a program renewal package in June for the following school year.  We will update this page once we know what next years renewal process will look like. Stay tuned.