A worked first-farm setup

This walkthrough connects the setup pages in the order a new dairy customer would use them. The names Example Dairy and EX-001 below are illustrations only. Do not save fictional animals, medicine, feed deliveries or milk quantities on a real farm. Bring the real farm’s records, product labels, supplier paperwork and observed measurements. For every form field and valid range, open its linked field guide before saving. On a Beef farm, follow the same account, farm, catalog, stock and animal steps, then use the Beef workflow instead of the dairy milk steps.

1. Start with the correct account and organisation

The example farmer signs up with an email they can open, verifies it and returns to Farmlync. If another person invited you, accept that invitation with the invited email; do not create an unrelated organisation just to reach the Farm portal. The full sign-in and invitation paths are in Your account.

On Create organisation, enter your real business name, choose country and region/timezone, choose Dairy for a dairy site, and read the three Support choices. Submit once and wait for setup. Your first day, step 2 explains the controls. Verify that the organisation appears in Admin and that the account can reach Admin → Farms. A waiting or error screen is not confirmation that setup succeeded.

2. Check the default farm before importing animals

This example uses the farm created during organisation setup; it does not create a second farm merely for the walkthrough. Open Admin → Farms, select it and check Farm Name, Farm Code, Timezone, Herd Type, Milking Sessions Per Day and national-ID requirements. If a field is wrong, use Edit, save and reopen the detail. A farm timezone controls farm-local recording dates and due work; a wrong setting should be corrected before a large import. Farms — list, create and edit explains each editable field and its limits.

Switch into the Farm portal. Check Current farm in the sidebar. If you operate several farms, make sure this is the one where the animal and stock physically belong. Confirm the dashboard loads before attempting setup. The farm navigation guide explains the selector.

3. Make the farm’s definitions available

Open Setup → Add from library. In the example, the farmer needs one real disease choice, one treatment protocol, one vaccination protocol, and the actual feed and medicine products used on site. Search each tab by the real product or protocol name/code, inspect the result and add only matching definitions. Select all visible is limited to the currently displayed search results; the library search is capped at 100 results. Reopen the farm’s list to confirm the selected items appeared. An already-adopted item is skipped, not received as another physical batch. The library controls and setup workflow show the complete sequence.

A newly adopted vaccination protocol starts Inactive. Review its schedule with the farm’s veterinary authority before activating it. An active protocol produces planned/due work; it does not record that any animal was vaccinated. If a suitable shared product is absent, an authorised user may create a custom product after checking it is not a duplicate. Follow product setup for its category, unit and clinical fields.

4. Record only physical opening stock

Suppose the farm has a medicine package on the shelf. Check the package and delivery note, then open the Health product and choose Receive stock. Enter its real batch/lot, receipt date, expiry, supplier, measured pack or total quantity, purchase cost if known, and storage location. Save and reopen the product to compare Stock on hand and the batch row with the physical package. A library product, purchase-list proposal or purchase order is not a stock balance. Set up medicines and health stock covers this form and the verification step.

For feed, decide first whether each product is physically stock-tracked. Receive a real delivery only for tracked supply actually present. Create a Ration with the intended ingredients and fresh kilograms per day; assign it to a Pen in a Feed Plan with an effective date. Record a Feeding Event only after feed has actually been given. Then compare the saved event with Feed Events and Variance. Set up feed and opening stock explains each transition. If the farm uses AI, add the actual sire and straw batch separately through Semen stock; a sire name is not a straw count.

5. Register a real animal and verify its identity

Open Animals → Animals list → Register animal. In the example, EX-001 stands for the tag printed on a real animal, never a test tag to save in production. Enter the actual tag, breed, sex, date of birth and any required birth weight on Identity & Birth. Choose Next — Farm Entry; this validates step 1 but does not yet create the animal. On Farm Entry & Parentage, choose the true entry type and date. Enter national ID where required, and current lactation/pregnancy state if this is an adult animal arriving with a known history. Use a pen and parent links only when known. Check both steps, then use the final Register action. The registration field guide gives all limits, stage choices and identifier rules.

Search the saved tag in Animals list, open the animal and compare tag, official ID, birth date, sex, breed, entry, stage and farm with your source record. If an animal already exists on another farm in the same organisation, use Internal farm transfer instead of registering it again. A registration by itself does not create a historical milk recording, treatment, service or government submission.

6. Use a real daily event to confirm the workflow

When a cow is actually milked, open Milk → Record → Record Milk. Select the saved cow, actual farm-local date/time and session, and enter the measured yield in the unit shown. If the form copies a previous yield or quality result, replace or clear it unless it was measured again today. Save, then find that animal/session in milk history. The single milk recording guide explains the quantity range, quality fields, duplicate protection and withdrawal screening.

When actual health care is given, use the treatment form or vaccination form rather than recording it as a note. Select the correct animal, medicine and physical batch where stock is used; check withdrawal status before produce is dispatched. When a cow is actually bred, use Record service and later record a pregnancy check when an examination occurs. Do not use these actions solely to test a new farm.

7. Review what changed and prepare the team

After a real event, open Today → Work and the relevant module history. A due work card is a prompt; the saved event is the record of what happened. The Work board and Execution mode explain how to handle, defer and batch compatible jobs. Use Calendar to inspect upcoming dates; a scheduled or predicted event is not yet a completed one. Browse all reports helps locate evidence when you need totals or an export.

Invite colleagues through Admin → Organisation users after deciding whether each needs all farms or specific farms and what role applies there. Ask the invited person to accept with the same email, then verify their active status and farm assignments. The farm’s Users screen presents the assignment for just that farm. Follow Invite and assign access and its field guide.

The farm is ready for routine use when its details and timezone are right, the intended catalog choices appear, opening stock matches physical goods, the animal can be found under the correct farm, and every actual event you recorded appears in its own history. If one check fails, return to that step’s source record rather than creating a second animal, batch or event to make a dashboard number look complete.