New Referral Agencies

For new agencies that have completed the online application process and been accepted.

How it Works

Download and read the Referral Agency E-Referral Handbook for full information on the process.

In brief, you access the Trussell Trust database and either add the client’s details or call up and check/amend their existing details. This will allow you to see information on, for example, how many vouchers the client has received, whether they are also working with another agency, and how many dependents they are claiming for. You can access the database via a PC, tablet or smartphone. The e-voucher can be printed and given to the client, or they can be issued with just the code number. The client takes the voucher or voucher code to their chosen Distribution Centre, where the details are called up on the database.

Data Protection

Each unique user of the system will be asked to accept a data statement on their first login.  By accepting this agreement you confirm that you have read, understand and will abide by the terms of use set out via the Help Resources page on the database. You will not be able to continue unless you agree to this.  Referral partners will also be required to enter into a Data Sharing Agreement directly with Cardiff Foodbank.

Setting up your Agency for E-Referrals

Step 1: Sign and Return the Data Sharing Agreement

In your initial email correspondence you will have received a Data Sharing Agreement for both parties to sign, outlining our respective responsibilities in relation to data protection. Please return this either by post or email (scan and send to vouchers@cardiff.foodbank.org.uk).  If you have not received this document, please contact us and we will send one out to you.

Step 2: Allocate a Manager and Choose Users (voucher issuers)

The Manager’s responsibility is to ensure that any Users have received the appropriate training and to set them up on the system, maintaining it as staff change. There may be more than one person with Manager access to the database and the Manager does not need to be a voucher issuer.

Step 3: Contact Us

Email vouchers@cardiff.foodbank.org.uk to let us know you are ready to start and confirm the contact details of the Manager.  We will send the Manager a link to the database (live for 24 hours) so they can set up their account. 

Step 4: You’re Good to Go!

As soon as your access is set up you can issue e-referrals and set up your team (see below). 

New Users should head to our 'E-referral Training' page to access the training they will need.

 If you ever have any questions, please keep in touch via vouchers@cardiff.foodbank.org.uk or phone us if you need immediate assistance.

Managers: Setting up your Team(s)

To invite a new food bank user:

• Go to the Settings tab
• Click Manage Users
• Click Add new User
• Fill in the relevant details.*  The Telephone field is optional, but everything else is required.
• Select User permission level
• Click Save
• The user will then be sent an automated invitation to their registered email address with a password reset token link. On first accessing their account they will be required to sign the digital statement before they proceed with any data system activities.

*The Job Title field is useful to manage multiple teams under one registration.  Eg “Support Worker (Disability Team)”.