Invite a person and assign farms

What this workflow achieves

Use this workflow when a new employee, adviser, vet or business partner needs access to Farmlync. It covers the complete journey from choosing the correct scope through invitation acceptance, verification and later access changes.

Farmlync has two separate levels of customer authority:

• an organisation role controls organisation-wide administration; and
• a farm role controls what the person can do on an assigned farm.

Making someone a farm Owner or Manager does not make them a Tenant Admin. Likewise, removing Tenant Admin authority does not automatically remove their separate farm assignments.

1. Choose the correct place to manage access

Use Admin → Organisation users when the person needs:

• all current and future farms;
• two or more selected farms;
• a different role on different farms; or
• Tenant Admin authority.

Use Admin → Farms → [farm] → Manage Users, or the farm’s Users page, for a person who needs only that farm. Both pages manage the same underlying membership; the farm page is a one-farm view rather than a separate user directory.

A Tenant Admin can manage users for their organisation. A Platform Admin must first select Managing organisation. Farm Owner and Manager authority is limited to the actions allowed for their farm. User administration is unavailable from a read-only support session, and a suspended organisation must be reactivated first.

2. Decide the person’s scope and role before inviting

Choose the smallest access that lets the person perform their work.

Requirement	Scope to choose	What happens later
Same role on every farm	All farms	The person receives that role on every current farm and automatically on farms created later.
One or several named farms	Selected farms	Only the selected farms are assigned. A new farm is not added automatically.
Organisation administration	A farm scope plus Tenant Admin, granted after the person is active	Tenant Admin is a separate organisation-wide permission and gives access to every farm.

The available farm roles are:

Role	Typical use
Owner	Accountable farm authority, including owner-only user-management actions. Keep at least one Owner on every farm.
Manager	Day-to-day farm management and permitted user administration without owner-only authority.
Vet	Veterinary and clinical work allowed by the farm’s current permissions and enabled features.
Worker	Routine assigned farm work allowed by the farm’s current permissions and enabled features.

Do not use Tenant Admin merely to give access to several farms. Selected farms and All farms provide that scope without granting organisation administration.

3. Create an organisation-level invitation

Open Admin → Organisation users and select Add / Invite User. Wait for the farm choices to finish loading, then complete the form:

Control	Valid value and effect
Email	A valid email address. The invitee must sign up or sign in with this exact address. Check spelling before submitting.
Full name	Required, 2–100 characters. Enter the name colleagues should recognise in user lists.
Farm access → All farms	Select when the person needs every current and future farm.
Role on all farms	Required with All farms. Applies one Owner, Manager, Vet or Worker role everywhere.
Farm access → Selected farms	Select when access must be limited to named farms. A new invitation requires at least one farm and accepts at most 200 selected farms.
Find farms	Filters the displayed farm choices by name. It does not select or remove access.
Default farm role	Sets the role used as farms are selected. It does not replace the need to review each selected row.
Apply to selected	Changes every currently selected farm to the displayed default role.
Selected farms / Role for [farm]	Tick each required farm and confirm its individual Owner, Manager, Vet or Worker role. Unticking removes that proposed assignment.
Cancel	Closes the form without saving.
Add / Invite User	Submits the reviewed access once. The result tells you whether Farmlync issued an invitation or added an existing user.

Before submitting, read the selected farms and roles from top to bottom. For a large assignment, use Apply to selected only after confirming that every selected farm should genuinely have the same role.

If the email already belongs to a Farmlync user

The result depends on the person’s current Farmlync membership:

• A fully enrolled Farmlync user who is not yet in this organisation can be added directly. Farmlync sends an access-added message instead of requiring new-account registration.
• A person who already belongs to the organisation should be edited from their existing row. Do not create a duplicate invitation.
• A new or not-yet-enrolled person receives an invitation and remains Pending invite until they accept.

An active or pending invitation can consume a plan seat. If the request is rejected for capacity, review the subscription and existing active or pending users before retrying.

4. Invite someone from one farm

For one-farm access, open the farm’s Users page and select Add / Invite User. Every opening starts a fresh form.

Field	Valid value and effect
Email	Required valid email; the invitation must be accepted with this address.
Full name	Required, 2–100 characters.
Role	Required Owner, Manager, Vet or Worker role for this farm.
Send Invite	Creates the one-farm proposal and sends or records the appropriate access notification.
Cancel	Closes without saving.

Confirm the farm named in the page heading before submitting. The same person can hold a different role on another farm.

5. Complete the invitation as the invited person

The invitee should:

1. Open the latest Farmlync invitation email.
2. Follow its acceptance link.
3. Sign up if they do not yet have a Farmlync account, or sign in if they already have one.
4. Use the exact email address to which the invitation was issued.
5. Select Accept invite when Farmlync presents the invitation.
6. Allow Farmlync to finish account and access setup before closing the page.

The proposed farms are not usable merely because an email was sent. Access becomes active only after successful acceptance and provisioning. If an older email was replaced or resent, its link may no longer be the current invitation.

6. Verify the effective access

After the invitee completes acceptance:

1. Refresh Admin → Organisation users.
2. Search for the email or name.
3. Confirm Pending invite has cleared and read the current Status.
4. Confirm Organisation role is Member unless Tenant Admin was deliberately granted.
5. Expand Farm access and check every farm and role.
6. Open one assigned farm’s Users page and confirm the person appears with the same effective farm role.
7. Ask the person to select the organisation and open an assigned farm. If several farms are available, confirm that unassigned farms are absent.

Treat the two administration pages as the authoritative verification. An email delivery or successful sign-in alone does not prove the intended farm access was applied.

7. Change a pending invitation

On Organisation users, choose Edit invitation. On a farm’s Users page, use the pending row’s Edit invitation action. The person’s name and email are fixed; change only the proposed scope or role.

• Switching to All farms extends the proposal to current and future farms.
• Switching to Selected farms limits it to the farms you tick.
• Removing one selected farm revises the proposal.
• Removing every selected farm from a selected-farm invitation revokes it and releases its reserved seat.

Save and read the result. If Resend invitation is offered, use it after confirming the proposal is correct. For an expired or revoked invitation that is still required, start Add / Invite User again with the same email. Ask the recipient to use the newest message.

8. Change an active person’s farm access

Use Edit farm access on the organisation row when several farms or All farms are involved. The same controls used during invitation apply.

For an active selected-farm member, saving no selected farms removes their farm assignments but leaves their Farmlync account and organisation membership. It does not delete the person or their history.

For one eligible farm-specific assignment, the farm Users page offers a Farm role selector. A changed selection is submitted immediately; there is no separate Save button. Refresh and verify the row after a role change, particularly if the request was rejected or the displayed value does not update.

Observe these protections:

• You cannot change your own farm role or remove your own farm access from this workflow.
• Only an Owner can assign or remove the Owner role.
• Farmlync prevents demoting or removing the last Owner.
• Organisation-wide farm access cannot be removed from the farm page; edit it from Organisation users.
• Remove → Confirm removes this farm assignment, not the person’s other farms or account.

If Farmlync reports that access changed after the form opened, refresh the directory, inspect the current assignment and reapply only the intended change.

9. Transfer Tenant Admin responsibility

Tenant Admin is an organisation-wide privilege. Grant it only to an active eligible organisation member:

1. Complete and verify the person’s invitation first.
2. Find the active row in Organisation users.
3. Choose Make Tenant Admin.
4. Read the organisation-wide impact and select Confirm.
5. Verify the Organisation role now shows Tenant Admin and that organisation administration is available to the person.

To remove the role, choose Remove Tenant Admin and confirm. Separate farm assignments remain. Farmlync prevents self-demotion and removal of the last active Tenant Admin, so make another suitable member a Tenant Admin before transferring the final responsibility.

10. Resolve common access problems

Symptom	What to check
Invitation email not found	Confirm the exact email, check junk mail and use Resend invitation when offered. Do not issue repeated invitations without checking the existing row.
Acceptance says the invitation is unavailable	Use the latest email and exact invited account. Inspect whether the invitation is pending, expired, revoked or already accepted.
Person can sign in but sees no farm	Confirm acceptance cleared, the correct organisation is selected and at least one farm assignment remains.
Person sees the wrong role	Compare Organisation users with the farm Users page. Remember that organisation role and farm role are separate.
A farm cannot be removed	Check whether the person has All farms or Tenant Admin access; edit organisation-level access rather than the farm row.
Owner change is rejected	Only an Owner may assign/remove Owner, and the last Owner cannot be demoted or removed.
Tenant Admin removal is rejected	Do not demote yourself or the final active Tenant Admin. Complete the replacement admin first.
Invitation is rejected for capacity	Review the plan and active/pending seats. Revoking an unused selected-farm invitation releases its reservation.

Completion checklist

• The person’s email is correct and matches the account they will use.
• All farms or the exact selected farms are shown.
• The role on every farm matches the person’s job.
• Pending invite has cleared, or a known pending invitation is being followed up.
• Organisation role and farm role have been verified separately.
• The person can open an assigned farm and cannot open an unassigned one.
• At least one Owner remains on every farm.
• At least one active Tenant Admin remains in the organisation.

For a control-by-control reference, see Organisation users and Farm users. For the broader permission model, see Users, invitations and access.