Business Guide

Before You Start

Before commencing your registration, ensure you have:

• ABN or ACN

• Business contact details

• Business trading address

• Business logo

• Business description

• Banking details

• Supporting documentation

• Trading hours

Depending on the program, additional documentation may be required to verify eligibility.

Registration Process

The registration process consists of the following steps:

1. Check Eligibility

2. Create Account

3. Complete Business Details

4. Provide Finance Details

5. Submit Application

6. Application Review

7. Approval

Once your application has been approved, you will gain access to the Business Portal.

Once approved, you can access the Business Portal where you can:

• View your dashboard
• Redeem customer vouchers
• Review redeemed vouchers
• Manage your business listing
• Update account information

The My Business Listing section allows you to manage the information displayed to customers through myDarwin.

Business Information

You can update:

• Business description

• Contact details

• Business category

• Trading hours

Business Location

Ensure your business address and map pin accurately reflect your operating location.

Business location information may be used to determine eligibility for certain programs.

Business Images

Your listing can include:

Business Logo

Your logo is displayed throughout the myDarwin platform and helps customers identify your business.

Hero Image

Your hero image is displayed on your business profile page and should accurately represent your business.

Visibility

You may choose whether your business appears in customer search results by enabling or disabling the business listing visibility option.

The Dashboard is your central location for managing your participation in myDarwin. It provides a summary of voucher activity, funding information, payment status and recent transactions.

Information available on the dashboard may include:

• Available funding

• Remaining funding

• Funding redeemed

• Processed voucher values

• Voucher statistics

• Recent voucher activity

• Payment status information

The dashboard provides a real-time summary of your program participation and reimbursement activity.

Participating businesses can redeem customer vouchers directly through the Business Portal.

Redeeming a Voucher

When a customer presents a voucher:

1. Ask the customer to display their voucher.

2. Enter the voucher code into the Voucher Code field or scan the QR code.

3. Enter the total transaction amount before any voucher discount is applied.

4. Select Redeem Voucher.

5. Wait for confirmation before completing the transaction.

Important

• Verify the voucher details before redemption.

• Enter the total purchase amount before the discount is applied.

• Only redeem vouchers presented by the customer.

• Vouchers cannot be redeemed more than once.

The Redeemed Vouchers page allows you to review voucher activity and manage reimbursement processing.

Voucher Workflow

1. Redeemed

2. Awaiting Approval

3. Approved

4. Processed

OR

1. Redeemed

2. Awaiting Approval

3. Refunded

From this page you can:

• View redeemed vouchers
• Filter voucher transactions
• View payment status
• Search by date range
• Search by program round
• Export voucher information to CSV
• Approve vouchers for processing
• Refund vouchers where required

Regular review of redeemed vouchers is recommended throughout the program.

Voucher Statuses

Each voucher will display a payment status.

Awaiting Approval

• The voucher has been successfully redeemed and is awaiting review.
• The voucher has not yet been submitted for reimbursement processing.

Approved

• The voucher has been reviewed and approved by the business for reimbursement processing.
• Approved vouchers will be included in future payment processing activities.

Processed

• The voucher reimbursement has been processed.
• No further action is required.

Refunded

• The voucher has been refunded.
• Refunded vouchers will not be included in reimbursement processing.

Approving vouchers allows businesses to reconcile voucher transactions before reimbursement processing occurs. Regular reconciliation helps minimise payment queries and administration at the end of a funding round.

Approving vouchers confirms that:

• The transaction amount is correct.
• The voucher was redeemed correctly.
• The transaction should be included in reimbursement processing.

Review Before Approval

Before approving vouchers, verify:

• transaction amounts are accurate;
• vouchers were redeemed correctly;
• cancelled sales have been refunded; and
• voucher records match your point of sale system.

Approving Multiple Vouchers

1. Navigate to Redeemed Vouchers.
2. Select one or more vouchers using the checkboxes.
3. Choose Approve for Processing.
4. Select Apply to Selected Items.

The selected vouchers will move to an Approved status.

When Should Vouchers Be Approved?

Businesses may:

• Approve vouchers regularly throughout the funding round; or
• Complete a reconciliation and approve vouchers at the end of the funding round.

Regular review is recommended to help reduce payment delays and reimbursement queries.

Important

Vouchers that remain in Awaiting Approval status will not be included in payment processing.

A voucher may be refunded when:

• A voucher has been redeemed in error.
• A transaction has been cancelled.
• The voucher should not be processed for reimbursement.

Refunding a Voucher

1. Navigate to Redeemed Vouchers.
2. Locate the voucher.
3. Open the action menu using the three-dot menu beside the voucher.
4. Select Refund Voucher.
5. Review the refund information.
6. Select Refund to confirm.

The voucher status will update to Refunded.

Important

• Refunded vouchers cannot be processed for payment.
• Only refund vouchers that should not proceed to reimbursement.

Participating businesses are responsible for:

• Maintaining accurate business information.
• Keeping contact details current.
• Ensuring staff understand voucher redemption procedures.
• Reviewing and approving voucher transactions.
• Complying with Business Terms and Conditions.
• Displaying required promotional materials.
• Participating in program audits or verification activities where required.

Failure to comply with program requirements may affect ongoing participation.

The My Account menu allows you to:

• Update account information
• Change your password
• Manage account access
• Sign out of the Business Portal

Participating businesses are required to display supplied myDarwin promotional materials in a prominent location for the duration of their participation in the program.

Displaying Your Sticker

Display your myDarwin sticker in a prominent location where it can be easily seen by customers, such as:

• Front entrance
• Reception area
• Service counter
• Point of sale

Displaying promotional material helps customers identify participating businesses and supports program awareness.

Business Welcome Pack

Approved businesses may receive:

• Welcome Letter
• Promotional Stickers
• Merchant FAQ
• Merchant Terms and Conditions
• Access to online support resources

We encourage participating businesses to promote their involvement in myDarwin.

Once your sticker has been displayed:

1. Take a photo of your storefront, staff or display.
2. Share the photo on your social media channels.
3. Tag @cityofdarwin.
4. Include the campaign hashtag where applicable.

Participating businesses may be featured in future promotional activity.

How do I update my business details?

Business information can be updated through the My Business Listing section of the Business Portal.

Can I update my trading hours?

Yes. Trading hours can be updated through your business profile at any time.

When will I receive payment?

Payments can only be processed once redeemed vouchers have been reviewed and approved by the business.

What happens if I do not approve vouchers?

Vouchers that remain in Awaiting Approval status will not be included in reimbursement processing.

When should I use the refund function?

The refund function should only be used where a voucher has been redeemed incorrectly or the associated transaction has been cancelled.

Can I export voucher information?

Yes. Voucher information can be downloaded using the Download CSV function on the Redeemed Vouchers page.

If you require assistance with:

• Business FAQs
• Business Terms
• Business registration
• Business Portal access
• Business listings
• Voucher redemption
• Voucher approvals
• Voucher refunds
• Reimbursement enquiries
• Technical issues

Please contact the myDarwin support team using the contact information provided within the Business Portal.