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FAQs
Common questions answered
Knowledge Base
In-depth guides & tutorials
Contact Support
Talk to our team directly
System Status
Service health & uptime
How do I record a milk delivery?▼
Navigate to Deliveries from the sidebar and click the "Record Delivery" button. Search for the member, select the session (morning/evening), enter the quantity in litres and fat percentage, then select the grade. The delivery is instantly saved and the member receives an SMS confirmation if notifications are enabled.
How are member payments calculated?▼
Payments are calculated using the formula: Net Pay = (Total Litres × Price per Litre) - Total Deductions. Deductions include loan repayments, agrovet input costs, management fees (3%), share capital contributions, transport levies (KES 0.50/L), and welfare fund (KES 500/month). You can review and adjust these rules under Deductions → Deduction Rules.
How do I approve a loan application?▼
Go to Loans → Pending Applications tab. Each application shows the member's credit score, existing loans, and requested amount. Review the eligibility check (60% of 3-month average income rule), then click "Approve" or "Decline". Approved loans are automatically added to the member's deduction schedule.
How does the agrovet input credit system work?▼
Members can purchase farm inputs from partner agrovets on credit. The agrovet records the purchase against the member's ID, and it appears in Agrovets → Member Input Credits. At the end of the month, the total input cost is automatically deducted from the member's milk payment. Monthly reconciliation ensures agrovet invoices match member deductions.
Can I export reports in different formats?▼
Yes! Go to Reports and use the Quick Report Generator. Select the report type, period, and format (PDF, Excel XLSX, or CSV). Click "Generate" and the report will be ready for download. You can also set up automated scheduled reports that are emailed to you or your board.
How do M-Pesa payments work?▼
CoopManager integrates with Safaricom's Daraja 2.0 API for B2C payments. Once payments are approved in Payments → Payment Preview, click "Process M-Pesa Payments" in the Disbursement tab. Funds are sent directly to each member's registered M-Pesa number. The system tracks transaction status in real-time and retries failed transactions automatically.
How do I add a new member?▼
Go to Members → Add Member. Fill in personal information, upload KYC documents (National ID front/back, passport photo, land document), enter location and farm details, next of kin information, and set the membership payment details. You can save as draft or complete registration. The member receives their unique ID (e.g., MEM-1248) upon registration.
What roles and permissions are available?▼
CoopManager supports 4 roles: Admin (full access), Clerk (deliveries, members, basic reports), Accountant (payments, deductions, loans, financial reports), and Field Officer (mobile delivery recording, member visits). You can manage roles in Settings → Users & Roles.
Delivery Management
Recording deliveries, grading milk, managing collection points and sessions
12 articles
Payments & Disbursement
Payment cycles, M-Pesa integration, bank transfers, and reconciliation
9 articles
Member Management
Registration, KYC, profiles, farm details, and member lifecycle
8 articles
Loans & Credit
Loan products, applications, eligibility, repayment, and defaults
7 articles
Agrovet Operations
Partner setup, input credits, product catalog, and monthly reconciliation
6 articles
Reports & Analytics
Generating reports, scheduling, custom builds, and data export
10 articles
Security & Access
2FA setup, user roles, audit trails, and data protection
5 articles
Integrations
M-Pesa API, bank APIs, SMS gateway, and third-party connections
6 articles
Mobile App Guide
Field officer app, offline mode, delivery recording on mobile
4 articles
Send a Message
We typically respond within 2 hours
Phone Support
0800 COOP (0800 2667)
Mon–Fri: 8:00 AM — 6:00 PM EAT
Email Support
support@coopmanager.co.ke
Response within 2 hours
WhatsApp
+254 720 COOP (2667)
24/7 — Automated + live agents
Video Training
Book a live session
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All Systems Operational
Last checked: 2 minutes ago • 99.97% uptime this month
Web Application
99.99% uptime
OperationalM-Pesa Payment Gateway
99.92% uptime
OperationalCo-op Bank Integration
100% uptime
OperationalSMS Gateway (Africa's Talking)
99.98% uptime
OperationalDatabase & Storage
99.99% uptime
OperationalEquity Bank Integration
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Setup🚀 Getting Started with CoopManager
Follow these steps to set up your cooperative
✓
Create your account & cooperative profile
Register your cooperative, set basic information, county, and contact details.
✓
Configure milk pricing & payment cycle
Set the price per litre (KES 46) and payment frequency (monthly).
✓
Register your members
Add members with full KYC: personal details, national ID, farm data, next of kin, and M-Pesa details.
✓
Set up financial integrations
Connect M-Pesa Daraja API for B2C payments and bank accounts for EFT transfers.
✓
Add agrovet partners
Register partner agrovets, set up product catalog, and enable member input credits.
✓
Configure deduction rules
Define management fees, transport levies, welfare fund, and share capital contributions.
7
Start recording deliveries & processing payments
You're ready to go! Record daily deliveries, process monthly payments, and manage your cooperative digitally.