Onboard a farm

What this workflow creates

Use this guide when a new customer is starting Farmlync without an invitation to an existing organisation. By the end, the customer should have:

• one verified Farmlync account;
• one organisation and Tenant Admin membership;
• an initial subscription and quota allocation;
• one default farm with the creator assigned as Farm Owner;
• reviewed organisation, farm and support settings;
• the reference choices and real opening stock needed for work;
• at least one real animal record; and
• the correct team access and alert rules.

If an administrator invited you, follow Invite and assign access instead. Accept with the invited email; creating another organisation does not join the one that invited you.

Before you start

Collect the real information you will need:

• an email inbox you can open for verification and recovery;
• legal or trading business name;
• country and correct regional timezone;
• Dairy, Beef or Mixed herd type;
• the farm’s official identifiers and government-registry details, if applicable;
• the physical products, batches and opening quantities actually held;
• at least one animal’s accurate identity and entry history; and
• names, emails and intended roles of colleagues who need access.

Do not save fictional animals, treatments, deliveries or milk records on a live farm just to test the setup.

1. Create or recover the account

1. On the Farmlync landing page choose Sign up.
2. Continue to the secure account page, enter your email and request its verification code.
3. Enter the code, choose a password and complete any additional verification shown.
4. Return to Farmlync. Keep the preparation page open while Farmlync links the external identity to the local account.
5. If the page says configuration is still in progress, allow its automatic retry. Use the visible retry only when requested; do not create another account with a different email to bypass it.

An account can exist without an organisation. From Choose how to get started, choose Create an organization. Accept an invitation is for an existing invitation; Check my access again refreshes memberships after an administrator has granted access; Use a different account signs out of the current identity.

You can open My Profile before creating an organisation. Its Back link returns to organisation setup. See Account, sign-in and navigation for recovery, sessions and organisation switching.

2. Create the organisation

Open Create organization or Register a new organization and complete every visible section.

Control	What to enter
Business name	Required, up to 200 characters. Use letters/numbers, spaces and ordinary - & . , punctuation. Farmlync derives a unique organisation slug and the first farm’s name/code from this value.
Country	Search and choose the operating country. It supplies the starting currency and valid timezone choices.
Region	Shown when the country has several timezones. Choose the farm’s actual IANA timezone, not merely the nearest city name. A single-zone country displays the derived timezone for confirmation.
Farm type	Dairy, Beef or Mixed (Dairy + Beef). This becomes the default farm’s herd type and controls which operational areas apply.
How can Farmlync Support help?	Choose Allow support, Ask me first or Off after reading the scope. The available options and their default come from the current support terms.
Viewing only	Where offered, restricts standing support to read access. Protected corrections still follow the case approval rules described on the page.

Creating the organisation records the current support terms and notice versions. You can change the policy later under Admin → Support access.

Choose Create organization once. The button stays pending and the page changes to Setting up your organization — Preparing your farm while Farmlync creates the membership, support choice, organisation profile, billing admission, quotas and default farm together. Do not resubmit while that progress screen is active.

If creation completed but the browser could not refresh the new membership, Farmlync sends you to organisation selection. Use Check my access again or sign in again and look for the organisation before attempting to create it another time.

3. Understand the default farm

The admission creates one farm automatically:

• Farm Name starts as the Business name;
• Farm Code is derived from the name in uppercase/hyphenated form;
• Timezone comes from the country/region choice;
• Herd Type comes from the selected farm type;
• Milking Sessions Per Day uses the platform default; and
• the creator receives Tenant Admin membership and Farm Owner access.

Open Admin → Organisation to confirm the selected organisation, then Admin → Farms and open the default farm. Review name, code, timezone, herd type, sessions, identifiers and registry settings before importing animals. Use Edit for corrections. Farm Code is read-only after creation in the normal form.

Follow Configure organisation and farm defaults for all unit, milk-density, date/time, livestock, National ID, pen and party controls. A wrong farm timezone affects “today”, due work and the interpretation of entered local times, so correct it first.

4. Enter the Farm Portal and read readiness

Use the portal switcher to open Farm Portal. One accessible farm opens directly; with several farms, choose the intended site. Confirm Current Farm in the sidebar before any save.

The dashboard can show a Farm readiness guide. It verifies saved facts and offers the next setup action:

Readiness item	What currently counts as complete
Farm profile	The farm has a herd type and timezone. Review the values even when this is complete.
Farm access	At least one active farm user. The creator normally satisfies this; it does not prove the whole team is invited.
Organise the herd	At least one group or one pen. Create both when the farm uses both logical work groups and physical housing.
Register first animal	Farm animal count is above zero.
Set up milk-buyer route	At least one active route, shown only for an entitled Dairy/Mixed farm.
Record first milk	Any prior milk/collection yield or a recorded animal today, shown for Dairy/Mixed farms.
Review alert rules	Alert onboarding has been explicitly configured.

If verification fails, the guide says it could not verify readiness and offers Try again; it does not mark saved setup as missing. Closing the guide stores a browser-local dismissal for this user and farm. Checklist completion is a navigation aid, not proof that catalogues, stock, users and compliance are complete.

5. Prepare farm structure and shared choices

Before loading the herd:

1. Create physical Pens used for housing or pen feed plans.
2. Create logical Animal groups used for work and reporting.
3. Add organisation-wide Parties and contacts such as suppliers, buyers, vets, hauliers and AI technicians.
4. Open Manage → Add from library and adopt only the breeds, diseases, treatment protocols, vaccination protocols and products this farm uses.
5. Review a newly adopted vaccination protocol with the farm’s veterinary authority before activation. Adoption does not record a vaccination.

A global definition is copied/adopted into the customer or farm catalogue. It is not live physical stock, and a later edit to the global definition does not silently rewrite the adopted record. Follow Set up farm libraries.

6. Record real opening stock and operating plans

Decide which products require physical stock control:

• receive actual medicine/vaccine batches with their real lot, expiry, quantity, supplier and storage location;
• receive real tracked feed deliveries, then create rations, feed plans and actual feeding events as the work occurs;
• register actual semen sires and straw batches; and
• configure milk buyer, payout formula and route before expecting delivery revenue or reconciliation.

A catalogue item, purchase-list suggestion or purchase order does not increase stock. A ration or feed plan does not prove feed was given. A sire record does not represent straws on hand. Use Health stock, Feed and stock, Semen stock and the Milk buyer and payout guide as applicable.

7. Register or import the real herd

For one animal, open Animals → Animals list → Register animal.

1. Enter the actual management tag, optional name, breed, sex, birth date and any required official identifier.
2. Continue to Farm Entry, choose the real entry type/date and add known parentage, pen, group, lifecycle/lactation and pregnancy context.
3. Review both steps and choose the final Register action.
4. Search the saved tag, open the animal and compare every identity and entry value with the source record.

Use Animal registration for every control. For many animals, use Import and bulk update, review the preview and row errors, and do not register an animal that already belongs to another farm in the organisation; use Internal farm transfer instead.

8. Configure alerts and invite the team

Open Alerts → Alert rules and review enabled rules, thresholds, recipients and channels for this farm. A default rule is not automatically the farm’s approved operating policy. Follow Alert rules.

Open Admin → Organisation users → Add / Invite User:

1. enter the exact email and display name;
2. choose all farms or selected farms;
3. assign the appropriate farm role for each farm; and
4. send the invitation.

The person must accept using the same email. Verify Active status and farm assignments afterward. Farm-level Users shows the same access for one farm. Follow Invite and assign access.

9. Confirm one real operational record

When genuine work occurs, record it in its owning module—milk, treatment, vaccination, breeding, lifecycle, feed or inventory—and then find the saved record in that module’s history. Do not create a dummy clinical, stock or production event merely to make readiness look complete.

For a real treatment, verify stock deduction and milk/meat withdrawal before produce dispatch. For a real milk record, verify animal, farm-local date, session and quantity. For a service, verify sire/straw and follow-up work. Open Today → Work, Calendar and the relevant history to ensure the operational result matches what happened.

10. Handover checklist

Onboarding is complete when:

• the account can sign in and recover access;
• the correct organisation appears and support policy matches the customer’s choice;
• the default farm has the correct name, timezone, herd type and identity rules;
• organisation units/defaults and farm overrides are understood;
• pens, groups and parties represent the actual operation;
• adopted catalogue choices are intentional;
• opening stock matches physical goods;
• animals are in the correct farm with verified identifiers;
• team members have accepted only the roles/farms they need;
• alert rules have been reviewed; and
• a real event, when one occurs, appears in the owning history with the expected downstream work or safety state.

Use Your first day for a shorter orientation and A worked first-farm setup for one connected dairy example.