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Preparing for BioTrack with Canix

Emily Wanless
  • Updated

Learn what to expect for your migration to BioTrack in New York and how to prepare for the upcoming deadlines:

  • August 1st, 2025: Licensed Cultivators, Microbusinesses, Registered Organizations and Permitted Laboratories
  • September 1, 2025: Licensed Processors and Distributors
  • October 1, 2025: Licensed Retail Dispensaries

What can you do to prepare for the upcoming deadlines?

May - June 2025

  1. Review New York Cannabis Regulations - It's very important you understand the regulations in your state and for your facility. Our team are not cannabis compliance consultants and cannot provide guidance on compliance requirements and regulations.
  2. Enforce Data Quality - Establishing good processes now before actions are rigidly controlled by the state is essential for a smooth roll out with BioTrack. Canix made BioTrack processes as similar to non-BioTrack processes as possible to reduce re-training needs. Ensure you've completed implementation with Canix's team before migrating to BioTrack, and are doing all actions in Canix to keep your inventory data up to date. All inventory data must be up to date before migration.
  3. BioTrack Preparation Webinars - Once you’ve attended your initial trainings with Canix’s implementation team, watch Canix’s webinar for preparing for migrating to BioTrack. 
    In this video, we cover Canix’s migration tool to transition your account to a BioTrack connected facility, and what to expect once connected to BioTrack. An overview of the differences between BioTrack and your current facility can be found here. Below is a recording of each webinar. Please email ty@canix.com with questions.
    1. Tag Changes Webinar - June 11th
    2. Migration Uploader Webinar - July 9th
  4. Canix will be in touch in June to coordinate specific dates for your migration ahead of the Office of Cannabis management deadlines and to collect your BioTrack credentials.
  5. Canix will share links for webinars that will go over differences between BioTrack and the current environment in more detail, and provide time for Q&A.

July 2025

Final preparations for the August 1st, 2025 deadline for Licensed Cultivators, Microbusinesses, Registered Organizations and Permitted Laboratories:

  1. Updated Workflows
    • Behaviors for most workflows will remain the same, but certain workflows will change.
    • Please review the demo videos in our help center documentation.
  2. Finalize Migration Dates and Confirm Data Mappings

    • Canix will open our migration tool to begin mapping your current live inventory to BioTrack's required inventory fields. 

      Canix will do all of the work to move you to BioTrack, you just need to ensure you do the following once our migration tool is open:

      • Confirm your Canix inventory is accurate - Your facility data, plant, harvest and package inventory will be connected to BioTrack as active data. Confirming it’s correct before we migrate your license will reduce the clean up required after you migrate to BioTrack.
      • Map required BioTrack fields for existing inventory - BioTrack has a few additional required fields for objects, such as items, drivers & vehicles. You’ll be prompted to fill in the BioTrack specific fields for us to migrate your account for you.
      • Coordinate a migration time - Our team will migrate your account off hours so your operations aren’t disrupted. Once you’ve attended the webinars and confirmed your data in Canix is correct, we’ll coordinate a day/time for you to start submitting to BioTrack.
  3. Canix Runs Migration of your Data to BioTrack
  4. Retag Inventory Post Migration (as needed)
    • When inventory is migrated to BioTrack, Canix will attempt to send your 16 digit IDs in Canix. If these IDs are unique, BioTrack will accept the tags, and no re-tagging will be required.
    • If tags are not unique, or not 16 digits, retagging will be required.
    • Canix will provide reporting that highlights which Plants and Packages are required to be retagged.
    • Immature Plants stored in Plant Batches will need to be retagged as only individual Plant tracking is allowed in BioTrack.
    • What if my facility is currently using 12 digit tags?
      • Canix will be releasing an update to provide 16 digit tags for all NY facilities in the upcoming weeks (mid June release expected)

 

August 2025

Final preparations for the September 1, 2025 deadline for Licensed Processors and Distributors.

  1. Updated Workflows
    • Behaviors for most workflows will remain the same, but certain workflows will change.
    • Please review the demo videos in our help center documentation.
  2. Finalize Migration Dates and Confirm Data Mappings

    • Canix will open our migration tool to begin mapping your current live inventory to BioTrack's required inventory fields. 

      Canix will do all of the work to move you to BioTrack, you just need to ensure you do the following once our migration tool is open:

      • Confirm your Canix inventory is accurate - Your facility data, plant, harvest and package inventory will be connected to BioTrack as active data. Confirming it’s correct before we migrate your license will reduce the clean up required after you migrate to BioTrack.
      • Map required BioTrack fields for existing inventory - BioTrack has a few additional required fields for objects, such as items, drivers & vehicles. You’ll be prompted to fill in the BioTrack specific fields for us to migrate your account for you.
      • Coordinate a migration time - Our team will migrate your account off hours so your operations aren’t disrupted. Once you’ve attended the webinars and confirmed your data in Canix is correct, we’ll coordinate a day/time for you to start submitting to BioTrack.
  3. Canix Runs Migration of your Data to BioTrack
  4. Retag Inventory Post Migration (as needed)
    • When inventory is migrated to BioTrack, Canix will attempt to send your 16 digit IDs in Canix. If these IDs are unique, BioTrack will accept the tags, and no re-tagging will be required.
    • If tags are not unique, or not 16 digits, retagging will be required.
    • Canix will provide reporting that highlights which Plants and Packages are required to be retagged.
    • What if my facility is currently using 12 digit tags?
      • Canix will be releasing an update to provide 16 digit tags for all NY facilities in the upcoming weeks (mid June release expected)
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