Cannabis Tracking and Licensing System reporting guide for cannabis cultivation, processing and sale for medical purposes licence holders: Before you start submitting

This page provides information on how to create a Cannabis Tracking and Licensing System (CTLS) account and obtain reporting access before submitting your monthly reports.

On this page

• Creating a CTLS account
• Reporting access
• Description of reporting terms
• How to submit your reports
• Business statistics

Creating a CTLS account

The person submitting your monthly report will need a CTLS account, whether you are the Responsible Person or a reporter.

The CTLS getting started guide provides a full overview of how to log in and request access to the CTLS.

Reporting access

Reporting access is granted to the Responsible Person for the licence. It occurs automatically.

You can add up to ten reporters. All of them need to have a security clearance.

For instructions on how to add or remove reporters, refer to Change your identified people: Associated individuals. This webpage provides details on how to change administrative information, such as the identified people for a licence.

Description of reporting terms

Classes and sub-classes of cannabis

You should be familiar with the classes and sub-classes of cannabis.

• Seeds: Viable seeds of a cannabis plant
• Vegetative cannabis plants: Cannabis plants that are not budding or flowering
  • Example: Clones, seedlings
• Whole cannabis plants: Cannabis plants that are budding or flowering (unpackaged only)
• Fresh cannabis: Freshly harvested cannabis buds and leaves. Does not include plant material that can be used to propagate cannabis
  • Example: Wet or raw cannabis buds and leaves
• Dried cannabis: Any part of a cannabis plant that has been subjected to a drying process, other than seeds
  • Example: Dried flowers, pre-ground/milled (trim/shake), pre-rolls
• Purchased hemp: The flowering heads, leaves and branches of industrial hemp, as defined in subsection 1(2) of the Industrial Hemp Regulations, that are sold by a holder of a licence under those Regulations
• Pure intermediates: Cannabis used in the production of another class of cannabis that is set out in items 8 to 14 of Schedule 2 of the Order (unpackaged only)
  • Example: Extracted resin
• Edibles – solids: Edible cannabis that is in solid form at a temperature of 22 ± 2°C
  • Example: Chocolate bars, cookies, mints, dry powder beverage mixes, dried teas
• Edibles – non-solids: Edible cannabis that is not in solid form at a temperature of 22 ± 2°C
  • Example: Sodas, sparkling beverages, non-beverage products (for example infused honey, sauces, flavoured cooking oils)
• Extracts – inhaled: Products that are produced using extraction processing methods or by synthesizing phytocannabinoids and are intended for inhalation (excludes edible cannabis products)
  • Example: Vape pens, hash, wax, rosin, infused pre-rolls, milled dried flower
• Extracts – ingested: Products that are produced using extraction processing methods or by synthesizing phytocannabinoids and are intended for ingestion, including absorption in the mouth (excludes edible cannabis products)
  • Example: Tinctures, capsules, softgels, sprays intended for oral consumption
• Extracts – other: Products that are produced using extraction processing methods or by synthesizing phytocannabinoids and intended for nasal, rectal or vaginal use (excludes topicals)
  • Example: Suppositories
• Topicals: Products that include cannabis as an ingredient and that are intended to be used on external body surfaces (for example skin, hair, nails)
  • Example: Creams or lotions, balms, salves
• Other: Any other class of unpackaged cannabis or cannabis products not listed above

Refer to the following scenarios for more information on reporting product categories:

• Product transformations from one product class to another
• Cannabis product categories and its specific product scenarios

Field names in a monthly report

Each monthly report requires general information to help identify and differentiate it from others. This information is required whether you are submitting a report by manual entry or by file upload.

• Reporting period year: The year of the reporting period. For .csv uploads, the year must appear on all rows for which there are data
• Reporting period month: The month of the reporting period. For .csv uploads, the month must appear on all rows for which there are data. Also, please ensure that this field does not have text and has a numeric value
• Licence number: The unique alpha-numeric identifier associated with a licence for cultivation, processing or medical sales. For .csv uploads, the licence number must appear on all rows for which there are data

If you are submitting a report by file upload, the general information noted above is captured in the following ways:

• Reporting form: General information must be entered in three cells (A1, B1, C1)
• Reports tool: General information must be entered in the tab called "Reporting period"

If you are submitting a report by manual entry in the portal, there is a "General information" section in the Index. Once you click on this section, the above fields will appear.

How to submit your reports

A cannabis tracking report is expected each month and can be submitted either:

• entered manually in the CTLS
• uploaded as a .csv file in the CTLS

Licence holders may choose either method each month.

Manual entry in the CTLS

You need to enter data directly into the CTLS. Only one site can be reported on at a time with this method. To submit this way, in the CTLS:

1. In the left-hand menu, click on Cannabis tracking reports
2. Under Licence ID, select the site for this report

To provide more context such as data outliers, you can add it to the section called Additional information.

File upload in the CTLS

You need to submit reports using the Cannabis tracking reporting form template. You can submit multiple sites at the same time with this method. To submit this way, in the CTLS:

1. In the left-hand menu, click on Cannabis tracking report file uploads
2. Licence holders with multiple sites can report on them all in a single .csv file. Each location's information must be indicated within a separate row of data. Each row of data reflects an individual report except that it is submitted within the same .csv file

For help with the Reporting form, you can use the Cannabis tracking reporting tool.

• This has been developed to help you prepare and submit monthly cannabis tracking reports
• This is not a replacement or substitute for the Reporting Form. Rather, it helps to populate the appropriate fields
• When the Reports Tool is complete, save the last tab of the document separately and submit this (the tab called ".csv")

How to submit a report with no sales or inventory

Licence holders must submit a monthly report even if they have no sales or no inventory. There is a feature in the CTLS which conveniently allows the licence holder to confirm that there are no sales or no inventory, through the use of attestation boxes. This can be found at the beginning of the reporting process for manual entry reports, under the "General Information" section. Please note that it is not meant to replace the "Sales" section and "Inventory" section but instead, will act as supporting information for data validation purposes.

Business statistics

Each monthly report has a "Business statistics" section that captures information related to business operations. The information consists of 2 components: "Capacity" information and "Employee" information.

A federal licence holder will be prompted to provide both "Capacity" information and "Employee" information.

Fields related to employee information are voluntary, which includes the number of individuals employed at a location, regardless of hours worked. This applies to contractors and agents as well.

The "Capacity" information is mandatory for holders of a licence for cultivation or a licence for processing. A number equal to or greater than 0 must be entered, since the system will perform field-level validation to ensure that there is "Capacity" information. The fields include the following:

• licensed indoor growing area (in square metres)
• licensed outdoor growing area (in hectares)
• licensed processing area (in square metres)
• total building area (in square metres)

For reports submitted using manual entry, each subsequent report will contain pre-populated capacity fields based on the data submitted the previous month. If you update any area values in a month, the system will prompt you to confirm the changes upon submission of your report.

For reports submitted by file upload, the below reporting fields are associated with columns CKL, CKM, CKN and CKO.

Reporting fields

• Employee
  • Management: Senior and middle management employees
  • Administrative: Financial and business services employees, administrative and clerical employees and support services employees
  • Sales: Retail employees, wholesale sales employees and customer service employees
  • Production: Supervisory employees, production and general labour employees
  • Other: All other employees
• Capacity
  • Licensed indoor growing area: The total area, in square metres, that is licensed for indoor cultivation activities as of the end of the month
  • Licensed processing area: The total area, in square metres, that is licensed for processing activities as of the end of the month. Allowed processing activities depend on the licence in place. In some instances, the licence holder can have both a processing and cultivation licence
  • Total building area: The total area, in square metres, of all building floor space within a licensed site
  • Licensed outdoor growing area: The total area, in hectares, that is licensed for outdoor cultivation activities as of the end of the month