Getting Started with Your Farm Management Account

Welcome to the Poultry Farm Management System! This guide walks you through the complete process of requesting access, account approval, and first-time login.

Overview

Our account setup process ensures security and quality through a simple approval workflow:

1. Submit Request - Fill out the organization request form
2. Admin Review - Our team reviews your application (24-48 hours)
3. Receive Credentials - Get login details via email once approved
4. First Login - Sign in and set your secure password
5. Start Managing - Access your farm dashboard

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Step 1: Submit Organization Request

What You'll Need

Before starting, gather these details:

Organization Information:

• Farm/Company name
• Preferred subdomain (e.g., your-farm for dashboard at poultrypro.co.ke/dashboard/your-farm)
• Farm description
• Farm type (Layers, Broilers, Mixed, etc.)
• Farm size (Small, Medium, Large, Enterprise)
• Location

Admin User Information:

• Full name
• Email address (you'll receive login credentials here)
• Phone number
• Your role in the organization

Submitting Your Request

1. Visit the Registration Page

   Navigate to: https://poultrypro.co.ke/register

2. Fill Out Organization Details

   Organization Name: Green Valley Farms
   Subdomain: green-valley
   Description: 5,000-bird layer operation in Kiambu
   Farm Type: Layers
   Estimated Size: Medium
   Location: Kiambu, Kenya
   

   Subdomain Tips:

   • Use lowercase letters, numbers, and hyphens only
   • Keep it short and memorable (e.g., green-valley, kimathi-farm)
   • No spaces or special characters
   • This becomes your dashboard URL: poultrypro.co.ke/dashboard/green-valley

3. Enter Admin User Details

   Full Name: John Kamau
   Email: john@greenvalley.com
   Phone: +254 722 123 456
   Role: Farm Owner
   

   Important: Use an email you check regularly - this is where you'll receive:

   • Application confirmation
   • Approval notification
   • Login credentials

4. Review and Submit

   • Double-check all information
   • Ensure email is correct
   • Click "Submit Request"

What Happens Next?

Immediately:

• ✅ You'll see a confirmation message
• ✅ Confirmation email sent to your address
• ✅ Your request enters our review queue

Confirmation Email Includes:

• Request submitted successfully message
• Estimated review timeline (24-48 hours)
• What to expect during the review process
• Support contact if you have questions

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Step 2: Admin Review Process

What's Being Reviewed?

Our team reviews every application to ensure:

• Organization details are complete and accurate
• Farm information is realistic
• Contact details are valid
• Application isn't duplicate or spam

Timeline

During Review

You don't need to do anything! Our system will:

• Notify admins of your new request
• Queue it for review
• Send you updates via email

Possible Outcomes

✅ Approved - Most common outcome

• Organization account created
• Database provisioned with your farm schema
• Login credentials generated and emailed
• You can start using the system immediately

📧 More Information Needed

• Admin may request clarification
• You'll receive email with specific questions
• Respond with additional details
• Review continues after you reply

❌ Rejected - Rare, with clear explanation

• Receive email with reason for rejection
• Common reasons: Duplicate application, incomplete info, doesn't meet criteria
• Can resubmit with corrections if applicable

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Step 3: Receive Login Credentials

Approval Email

Once approved, you'll receive an email titled:

"Welcome to Farm Management System - Your Account is Ready!"

Email Contents

Dear John Kamau,

Great news! Your organization "Green Valley Farms" has been 
approved and is now ready to use.

We've created your account with administrator privileges. 
Here are your login credentials:

🔐 Your Login Credentials:
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Email Address: john@greenvalley.com
Temporary Password: Kx9mP2qR5tL7wZ4v
Organization Dashboard: poultrypro.co.ke/dashboard/green-valley

⚠️ IMPORTANT SECURITY NOTICE
Before your first login, please reset your password for security.

Visit the password reset page, enter your email address 
(john@greenvalley.com), and create a secure password of your 
choice. This ensures your account is protected from the start.

[Reset Password First] (button)

After resetting your password, you can login using the 
credentials above with your new password.

[Login to Your Account] (button)

📝 Getting Started:
1. Login - Click the link above or visit: https://poultrypro.co.ke/login
2. Change Your Password - Navigate to Settings → Security → Change Password
3. Complete Your Profile - Add your phone number and other details
4. Explore Your Dashboard - Visit your dashboard
5. Invite Team Members - Go to Team → Invite Members

Need Help?
📧 Email: support@poultrypro.co.ke
📚 Documentation: poultrypro.co.ke/docs
💬 Live Chat: Available in your dashboard

Account Details Created

When you're approved, the system automatically:

• ✅ Creates your organization record
• ✅ Your dashboard URL: https://poultrypro.co.ke/dashboard/green-valley
• ✅ Pre-loads essential farm data (bird breeds, farm types, regions, etc.)
• ✅ Creates your admin user account
• ✅ Assigns you ORG_ADMIN role (highest access level)
• ✅ Generates secure 16-character temporary password
• ✅ Sends credentials email with password reset instructions

Your Role: ORG_ADMIN

• Full access to all features
• Can add/manage users
• Configure organization settings
• Access all data and reports
• Manage farms and flocks

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Step 4: Secure Password Setup (Recommended First Step)

Reset Your Password Before First Login

For maximum security, the approval email strongly encourages you to reset your password before using the temporary password to login.

Recommended Workflow:

1. Click "Reset Password First" Button in Email

   The approval email contains a prominent button directing you to:

   https://poultrypro.co.ke/forgot-password
   

2. Enter Your Email Address

   Email: john@greenvalley.com
   

3. Check Email for Reset Link

   Within minutes, you'll receive a password reset email with:

   • Secure password reset link (valid for 1 hour)
   • Instructions to create your own password

4. Create Your Secure Password

   New Password: [Enter your chosen secure password]
   Confirm Password: [Re-enter password]
   

   Password Requirements:

   • Minimum 8 characters
   • Mix of letters and numbers recommended
   • Include uppercase and lowercase
   • Add special characters for extra security
   • Choose something memorable but secure

5. Password Reset Confirmation

   After successfully resetting:

   • ✅ Temporary password is replaced
   • ✅ Your chosen password is hashed and stored securely
   • ✅ You can now login with your new password

Alternative: Login with Temporary Password

You can also login directly with the temporary password from your email:

1. Access Login Page

   https://poultrypro.co.ke/login
   

2. Enter Credentials

   Email: john@greenvalley.com
   Password: [Temporary password from email]
   

3. Change Password After Login

   Navigate to: Settings → Security → Change Password

Common Login Issues

"Email not found"

• Check for typos in email address
• Ensure you've received approval email
• Wait 5 minutes after approval (credentials need to sync)
• Contact support if approval email was received but login fails

"Incorrect password"

• Ensure you're using the temporary password from email
• Check for extra spaces when copy-pasting
• Password is case-sensitive
• Try typing it manually if copy-paste fails

"Password change required"

• This is normal for first login
• Follow the password change prompts
• Choose a strong password you'll remember

"Organization not found"

• Verify subdomain spelling if using subdomain URL
• Try direct login at poultrypro.co.ke/auth/signin
• Contact support if issue persists

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Step 5: Dashboard Welcome

First Login Experience

After resetting your password and logging in, you'll see your dashboard:

┌─────────────────────────────────────────────────────────────┐
│  Welcome to Green Valley Farms! 🎉                          │
│  ─────────────────────────────────────────────────────────  │
│  Let's get your farm management system set up.              │
│                                                              │
│  Quick Actions:                                              │
│  • Create your first farm                                   │
│  • Add flocks to track                                      │
│  • Configure organization settings                          │
│  • Invite team members                                      │
└─────────────────────────────────────────────────────────────┘

What You'll See

Dashboard Sections:

• 📊 Overview - Farm statistics and key metrics
• 🏭 Farms - Manage your farm locations
• 🐔 Flocks - Track bird groups
• 📈 Production - Daily records and analytics
• 💰 Financial - Income and expense tracking
• 📦 Inventory - Stock management
• 🏥 Health - Vaccination and treatment records
• 👥 Team - User management
• ⚙️ Settings - Organization configuration

Your Account Status

After password reset and login, your account is:

• ✅ Fully activated - No restrictions
• ✅ Admin privileges - ORG_ADMIN role assigned
• ✅ Secure - Your own password set
• ✅ Ready to use - All features available

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What's Next?

Now that you have access, follow our First Steps After Login guide to:

1. Validate default settings (currency, timezone, region)
2. Create your first farm
3. Add flocks to track
4. Apply lifecycle templates
5. Invite team members
6. Start recording data

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Need Help?

Support Resources

• Documentation: Browse guides at /docs
• Email Support: support@poultrypro.co.ke
• Response Time: Within 24 hours
• Help Center: /help page with FAQs

Common Questions

How long does approval take? Typically 24-48 hours. Most requests are reviewed within 24 hours during business days.

Can I have multiple organizations? Each email can be associated with one organization as admin, but you can be invited as a member to multiple organizations.

What if my request is rejected? You'll receive a clear explanation and can resubmit with corrections if applicable.

Can I change my subdomain later? Contact support for subdomain changes. It's possible but requires coordination.

Is there a trial period? Contact our sales team for trial and pricing information.

Technical Support

For technical issues during signup or login:

1. Check your spam folder for approval email
2. Ensure you're using correct credentials
3. Try different browser or clear cache
4. Contact support@poultrypro.co.ke with:
   • Your email address
   • Organization name
   • Description of the issue
   • Screenshots if relevant

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Security Best Practices

Protecting Your Account

Do:

• ✅ Use a strong, unique password
• ✅ Change password regularly
• ✅ Enable two-factor authentication (if available)
• ✅ Log out from shared devices
• ✅ Monitor user activity logs
• ✅ Review team member permissions regularly

Don't:

• ❌ Share your login credentials
• ❌ Use simple passwords (123456, password, etc.)
• ❌ Reuse passwords from other sites
• ❌ Write passwords down in plain text
• ❌ Login from public computers
• ❌ Give admin access unnecessarily

Recovering Your Account

Forgot Password (Also Used for First-Time Password Setup):

1. Click "Forgot Password" on login page (or use link from approval email)
2. Enter your email address
3. Check email for reset link (valid 1 hour)
4. Create new secure password
5. Login with new credentials

Account Locked:

• After multiple failed login attempts
• Wait 30 minutes or contact support
• Review security best practices
• Consider if account was compromised

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Conclusion

Congratulations! You've successfully:

• ✅ Submitted your organization request
• ✅ Received approval and credentials
• ✅ Reset your password securely
• ✅ Completed first login
• ✅ Accessed your dashboard

You're now ready to start managing your farm!

Continue to First Steps After Login to set up your farm, add flocks, and start recording data.

Welcome to modern farm management! 🐔🎉