First Steps After Login

Welcome to your new farm management dashboard! This guide walks you through essential configuration steps to get your system ready for daily farm operations.

Overview

After your first login, follow these steps to configure your system:

Validate Organization Settings - Verify currency, timezone, and regional defaults
Create Your First Farm - Add your farm location
Set Up Flocks - Add bird groups to track
Apply Lifecycle Templates - Automate management schedules
Invite Team Members (Optional) - Add farm staff
Import Historical Data (Optional) - Bring in existing records

Estimated Time: 15-30 minutes to complete initial setup. You can always customize settings later as your needs evolve.

Step 1: Validate Organization Settings

Your account comes with sensible East African defaults, but you should verify they match your specific needs.

Accessing Settings

Click your profile icon (top-right corner)
Select "Settings" from dropdown
Or navigate directly: /dashboard/your-subdomain/settings

General Tab Settings

The General tab contains organization-wide configurations:

Organization Information

What to Verify:

Organization Name: Green Valley Farms ✓
Description: 5,000-bird layer operation in Kiambu
Contact Email: info@greenvalley.com
Phone Number: +254 722 123 456
Address: Kiambu, Kenya
Logo: [Upload your farm logo]

Why It Matters:

Name appears on reports and invoices
Contact info used for notifications
Logo shows on documents and emails
Address important for regional compliance

Pro Tip: Upload a clear logo (PNG/JPG, max 2MB). It will appear on invoices, reports, and email notifications.

Regional Settings

Critical Defaults to Validate:

Setting	Default	What to Check	Why Important
Currency	USD (US Dollar)	Change to your local currency	All financial records use this
Timezone	UTC (Coordinated Universal Time)	Set to your local timezone	Affects timestamps and schedules
Date Format	MM/dd/yyyy	Prefer dd/MM/yyyy or yyyy-MM-dd?	Reports and data entry format
Language	English (en)	Select your preferred language	Interface and communication language

Example Configuration:

Regional Settings
├─ Currency: USD (US Dollar) - Change to KES for Kenya
├─ Timezone: UTC - Change to Africa/Nairobi (EAT) for Kenya
├─ Date Format: MM/dd/yyyy - Common formats: dd/MM/yyyy, yyyy-MM-dd
└─ Language: English - Options: Spanish, French, German, Swahili, Arabic

Available Options:

Currencies: USD, EUR, GBP, CAD, AUD, KES, ZAR, NGN
Timezones: UTC, America/New_York, Europe/London, Africa/Nairobi, Asia/Tokyo, etc.
Date Formats: MM/dd/yyyy, dd/MM/yyyy, yyyy-MM-dd, dd MMM yyyy, MMMM dd, yyyy
Languages: English, Spanish (Español), French (Français), German (Deutsch), Swahili (Kiswahili), Arabic

Important: Currency and timezone changes affect how data is displayed across the entire platform. Existing timestamps won't be modified, only how they're displayed. Currency changes won't convert existing amounts, only affect new entries.

Privacy & Data Settings

What to Review:

Enable Public Profile: Disabled (false) - Keep your organization private
Enable Data Export: Enabled (true) - Allow exporting your data

Recommendations:

Keep public profile disabled unless you want organization info visible publicly
Keep data export enabled for backups and compliance
Contact support for data retention policies and GDPR compliance

Operations Settings

Within the Settings page, the Operations tab controls farm management features. Access it by clicking Settings → Operations tab.

Farm Management

Default Farm Settings:

Default Farm Type: Layers (layer)
Default Farm Status: Active
Enable Multiple Farms: Enabled (true)
Require Farm Location: Enabled (true)
Enable Farm Capacity Tracking: Enabled (true)

Customize Based on Your Operation:

Single Farm: Can disable "Enable Multiple Farms" for simpler interface
Multiple Locations: Keep "Enable Multiple Farms" enabled (default)
Location Tracking: "Require Farm Location" ensures all farms have location data
Capacity Management: "Enable Farm Capacity Tracking" helps monitor stocking density

Pro Tip: Start with default settings enabled. You can always disable features you don't use later. Having location tracking and capacity management enabled from the start provides better insights.

Step 2: Create Your First Farm

Farms are physical locations where you keep poultry. You can have multiple farms (e.g., different locations or separate production units).

Navigating to Farm Creation

From dashboard, click "Farms" in sidebar
Click "Add Farm" button (top-right)
Farm creation modal appears

Farm Details

Required Information:

Farm Name: Green Valley Main Site
Farm Code: FARM-001 (auto-generated, editable)
Farm Type: Layer Farm
Location: Kiambu, Kenya
GPS Coordinates: (Optional) -1.1714, 36.9383
Farm Size: Medium (1,000-10,000 birds)

Farm Types:

Layer Farm: Egg production focus
Broiler Farm: Meat production focus
Breeder Farm: Parent stock for chicks
Mixed Farm: Multiple production types
Hatchery: Chick production

Naming Convention: Use descriptive names like "Main Site", "North Farm", "Unit A" rather than generic names. You'll thank yourself later when you have multiple farms!

Farm Configuration

Production Settings:

Primary Production: Eggs
Secondary Products: Manure, Culls
Production Capacity: 5,000 birds
Average Daily Production: 4,200 eggs/day (84% lay rate)

Infrastructure:

Number of Houses: 2
Houses per Farm: House A (2,500 birds), House B (2,500 birds)
Housing System: Deep Litter
Feeding System: Manual
Watering System: Nipple Drinkers

Management:

Farm Manager: John Kamau
Contact Phone: +254 722 123 456
Operating Since: 01/01/2020

Save and Continue

Click "Save Farm" to create your first farm. You'll return to the farms list showing:

┌─────────────────────────────────────────────────────────┐
│  🏭 Farms (1)                                           │
├─────────────────────────────────────────────────────────┤
│  Green Valley Main Site                                 │
│  FARM-001 • Layer Farm • Kiambu                        │
│  Capacity: 5,000 birds • Active flocks: 0              │
│  [View Details] [Edit] [Add Flock]                     │
└─────────────────────────────────────────────────────────┘

Step 3: Set Up Your Flocks

Flocks are groups of birds you track together. Each flock represents a batch with a specific:

Acquisition date
Breed
Purpose (layers, broilers)
Lifecycle stage

Accessing Flock Creation

Option 1: From Farms page

Find your farm in the list
Click "Add Flock" button next to farm

Option 2: From Flocks page

Click "Flocks" in sidebar
Click "Add Flock" button
Select which farm (if you have multiple)

Flock Basic Information

Required Details:

Flock Name: Layer Batch 2025-A
Flock Code: FL-2025-001 (auto-generated)
Farm: Green Valley Main Site
Housing Unit: House A
Bird Breed: Improved Kienyeji

Bird Breeds (Common in East Africa):

Layers: Improved Kienyeji, Kuroiler, Rhodes Island Red, Leghorn
Broilers: Kenbro, Kienyeji Improved, Ross 308, Cobb 500
Dual-Purpose: Rainbow Rooster, KALRO Improved

Breed Selection: Choose the breed that matches your birds. Lifecycle templates will automatically adjust based on breed characteristics (growth rate, production expectations).

Flock Acquisition Details

Initial Setup:

Acquisition Date: 15/01/2025
Age at Acquisition: 18 weeks (Point of Lay)
Initial Bird Count: 2,500
Purchase Price: 350 KES per bird
Total Cost: 875,000 KES

Bird Source:

Hatchery/Supplier name
Source location
Batch number (if provided)
Health certificate status

Production Purpose:

Layer: Egg production (16+ weeks)
Broiler: Meat production (0-8 weeks)
Breeder: Parent stock (20+ weeks)
Replacement: Growing layers (0-16 weeks)

Flock Health Status

Initial Health Check:

Health Status: Healthy
Vaccination History: Complete as per supplier
Last Vaccination: 16 weeks (Newcastle)
Health Certificate: Attached [Upload document]
Mortality at Acquisition: 0 birds

Common Vaccinations at 18 Weeks:

✅ Marek's Disease (day 1)
✅ Newcastle Disease (multiple doses)
✅ Infectious Bursal Disease (Gumboro)
✅ Fowl Pox
✅ Fowl Typhoid

Step 4: Apply Lifecycle Templates

Lifecycle templates automate farm management by creating schedules for:

Vaccinations
Deworming
Feed changes
Health checks
Production milestones

Understanding Templates

Available Templates:

Template	Production Type	Duration	Bird Count
Layer - Point of Lay	Eggs	72 weeks	100-10,000
Broiler - Commercial	Meat	8 weeks	100-5,000
Layer - Day Old Chicks	Eggs (long-term)	92 weeks	100-10,000
Kienyeji Layer	Eggs (indigenous)	72 weeks	50-5,000
Breeder - Parent Stock	Hatching eggs	48 weeks	100-2,000

Selecting the Right Template

For Our Example (Layer Batch 2025-A):

Flock: Layer Batch 2025-A
Age: 18 weeks (Point of Lay)
Purpose: Egg production
Breed: Improved Kienyeji

Recommended Template: Layer - Point of Lay (72 weeks)

Template Includes:

Week 18-20: Transition to layer feed, egg production starts
Week 20-24: Ramp up to peak production (90%+)
Week 24-60: Peak production phase
Week 60-72: Declining production phase
Regular vaccinations (Newcastle boosters, etc.)
Monthly deworming schedules
Feed formulation changes
Health monitoring checkpoints

Applying Template

From Flock Details Page:
- Navigate to your flock
- Click "Apply Template" button
- Template selection modal appears

Choose Template:

Select Lifecycle Template:
○ Layer - Day Old Chicks (0-92 weeks)
● Layer - Point of Lay (18-90 weeks) ← Selected
○ Broiler - Commercial (0-8 weeks)
○ Kienyeji Layer (18-90 weeks)

Configure Template:

Start Date: 15/01/2025 (flock acquisition date)
Start Week: Week 18 (current age)
Adjust schedules: ☑ Enable (recommended)
Auto-create tasks: ☑ Enable
Email reminders: ☑ Enable

Review Schedule Preview:

Upcoming Events (Next 4 Weeks):

Week 18 (Current):
• Start layer feed (16% protein)
• Monitor for first eggs
• Check nesting box setup

Week 19:
• Newcastle Disease booster vaccination
• Monitor egg production start
• Record daily egg count

Week 20:
• Increase lighting to 16 hours/day
• Continue daily production recording
• Check feed consumption rates

Week 21:
• Deworming treatment
• Assess production curve
• Adjust feed if needed

Apply Template:
- Click "Apply Template" to confirm
- System creates all scheduled events
- Tasks appear in your calendar
- Email reminders configured

What Happens After Applying Template

Automated Scheduling:

✅ 72 weeks of management activities created
✅ Tasks assigned to weeks (vaccinations, feed changes)
✅ Reminders set 2 days before each event
✅ Production milestones added to timeline
✅ Calendar updated with all events

Your Dashboard Shows:

┌─────────────────────────────────────────────────────────┐
│  📅 Upcoming Tasks                                      │
├─────────────────────────────────────────────────────────┤
│  • Newcastle Booster - Layer Batch 2025-A (3 days)     │
│  • Check nesting boxes - All flocks (Today)            │
│  • Feed delivery scheduled - Main Site (5 days)        │
│  • Monthly health inspection - House A (7 days)        │
└─────────────────────────────────────────────────────────┘

Automation Benefit: Never miss critical vaccinations or management tasks. The system reminds you and tracks completion automatically.

Customizing Template Events

You can modify:

Change event dates (e.g., postpone vaccination)
Skip events (if already done by supplier)
Add custom tasks specific to your operation
Adjust reminders timing

To Edit an Event:

Go to Calendar or Tasks
Click on event
Select "Edit" or "Reschedule"
Update details
Save changes

Step 5: Invite Team Members (Optional)

If you have farm staff who need access to the system, you can invite them as team members.

Understanding User Roles

Available Roles:

Role	Access Level	Can Do	Cannot Do
ORG_ADMIN	Full access	Everything	Nothing restricted
FARM_MANAGER	Farm operations	Manage flocks, record data, view reports	Change organization settings, manage users, financial setup
SUPERVISOR	Daily operations	Record production, health events, feed usage	Edit flocks, change settings, view full financials
MEMBER	Read-only	View data, generate reports	Make changes, record data

You are: ORG_ADMIN (highest privilege level)

Adding Team Members

Navigate to Team Settings:
- Go to Settings → Team Members
- Or click "Team" in sidebar

Click "Invite User":

Invite Team Member

Email Address: supervisor@greenvalley.com
Full Name: Mary Wanjiku
Role: Supervisor
Farm Access: Green Valley Main Site (can select multiple)
Permissions:
  ☑ Record production data
  ☑ Record health events
  ☑ View reports
  ☐ Edit flock details
  ☐ Manage inventory
  ☐ View financial data

Send Invitation:
- Click "Send Invite"
- User receives email with:
  - Welcome message
  - Login link
  - Temporary password
  - Instructions to set new password
- Invitation valid for 7 days

Managing User Access

Active Users:

┌─────────────────────────────────────────────────────────┐
│  👥 Team Members (3)                                     │
├─────────────────────────────────────────────────────────┤
│  John Kamau (You)                                       │
│  ORG_ADMIN • All farms • Active                         │
│                                                          │
│  Mary Wanjiku                                           │
│  SUPERVISOR • Main Site • Last seen: 2 hours ago        │
│  [Edit] [Deactivate]                                    │
│                                                          │
│  Peter Omondi                                           │
│  FARM_MANAGER • Main Site • Last seen: Yesterday        │
│  [Edit] [Deactivate]                                    │
└─────────────────────────────────────────────────────────┘

User Management Actions:

Edit: Change role, farm access, permissions
Deactivate: Temporarily disable access (can reactivate)
Remove: Permanently delete user (cannot undo)

Security Best Practice: Only give users the minimum permissions they need. Review user access quarterly. Deactivate users immediately when they leave the farm.

Step 6: Import Historical Data (Optional)

If you have existing farm records, you can import them to get started with historical context.

What Can Be Imported?

Supported Data Types:

Flock records (past batches)
Production history (eggs, meat, growth)
Health events (vaccinations, treatments)
Financial records (income, expenses)
Inventory transactions (feed, medication purchases)
Mortality records

Import Methods

Option 1: CSV Upload (Recommended for bulk data)

Download CSV template for each data type
Fill in your historical data
Upload CSV file
Review and confirm import

Option 2: Manual Entry (For small amounts)

Use standard data entry forms
Enter past records one by one
Set past dates for historical accuracy

CSV Import Process

See our comprehensive Data Import Guide for detailed instructions on:

CSV format requirements
Field mapping
Validation rules
Error handling
Best practices

Quick Import Steps:

Download Template:
- Navigate to data type (e.g., Production Records)
- Click "Import" button
- Select "Download CSV Template"

Prepare Your Data:

Date,Flock,Eggs Collected,Feed Consumed,Mortality
14/01/2025,FL-2025-001,0,75,0
15/01/2025,FL-2025-001,45,80,1
16/01/2025,FL-2025-001,152,82,0

Upload CSV:
- Click "Import" → "Upload CSV"
- Select your prepared file
- Click "Upload"
Review Preview:
- System shows first 10 rows
- Validates data format
- Highlights any errors
- Shows what will be imported
Confirm Import:
- Fix any errors
- Click "Import Records"
- Monitor progress bar
- Review summary report

Data Quality Tip: Start with recent data (last 3-6 months). You can always import older data later. Focus on getting daily operations running first.

Step 7: Configure Dashboard Widgets

Customize your dashboard to show the most relevant information for your operation.

Default Dashboard Layout

Initial View:

┌─────────────────┬─────────────────┬─────────────────┐
│ Total Flocks: 1 │ Active Birds:   │ Today's Eggs:   │
│                 │ 2,500           │ 1,450           │
├─────────────────┴─────────────────┴─────────────────┤
│ 📈 Production Chart (Last 30 Days)                  │
│                                                      │
│ [Line graph showing daily egg production trend]     │
│                                                      │
├──────────────────────────────────────────────────────┤
│ ⚠️ Alerts (2)                                       │
│ • Newcastle booster due in 3 days - Batch 2025-A   │
│ • Feed stock low - 5 days remaining                │
├──────────────────────────────────────────────────────┤
│ 📅 Upcoming Tasks (5)                               │
│ • Check nesting boxes - Today                       │
│ • Record production - Today                         │
│ • Vaccination - 3 days                              │
│ • Health inspection - 7 days                        │
│ • Feed delivery - 5 days                            │
└──────────────────────────────────────────────────────┘

Customizing Widgets

Click "Customize Dashboard" (top-right)
Available Widgets:
- Flock overview
- Production metrics
- Financial summary
- Health alerts
- Feed consumption trends
- Mortality tracking
- Upcoming tasks
- Recent activity
Drag and Drop to rearrange
Show/Hide widgets based on priority
Save Layout for your preferences

Creating Custom Views

Farm Manager View:

Focus on daily operations
Production recording shortcuts
Health alert prominance
Hide detailed financials

Owner View:

Financial summary highlighted
Overall farm performance
Profit/loss trends
Multi-farm comparison (if applicable)

Next Steps: Daily Operations

You're all set! Here's what to do daily:

Morning Routine

Check Dashboard Alerts (2 minutes)
- Review any health warnings
- Check upcoming tasks
- Note low stock alerts
Record Production Data (5-10 minutes)
- Daily egg count per flock
- Feed consumption
- Water usage
- Any mortalities
- Environmental conditions
Complete Scheduled Tasks (varies)
- Vaccinations
- Health checks
- Feed changes
- Equipment maintenance

Weekly Tasks

Review Production Trends
- Compare to previous week
- Identify any issues early
- Adjust management as needed
Check Inventory Levels
- Feed stock
- Medication supplies
- Equipment status
Update Health Records
- Any treatments given
- Vaccination completion
- Disease observations

Monthly Tasks

Financial Review
- Income vs expenses
- Cost per egg/bird
- Profit margins
- Budget adherence
Performance Analysis
- Production vs targets
- Feed conversion ratio
- Mortality trends
- Overall flock health
Team Review (if applicable)
- User activity logs
- Permission updates
- Training needs