Manage users – FarmQA Support

Add people to your FarmQA account and control what they can see and do. You add a person once, with their login, a role, and the organization they work in. After that you can give them access to more organizations, change their role, or turn on a Workflow license so they can use Tasks.

Each role uses a license from your account. Before you start, check that you have one available for the role you want. See User licenses and roles.

Action	Where	Who
Add a user	Web	Enterprise Administrator
Give a user access to another organization	Web	Enterprise Administrator
Change a user's role	Web	Enterprise Administrator
Turn on a Workflow license	Web	Enterprise Administrator

For every role and what it can do, see Breakdown of user permissions.

Add a user

Select Settings, then the Users tab.
Select Add User.
Fill in the new user's details:
1. Enter their Email. This is the username they sign in with.
2. Enter their Full name.
3. Enter a starting Password. It needs at least 8 characters, with at least one uppercase letter, one lowercase letter, and one special character.
4. Choose a Role. Roles with no licenses left are unavailable.
5. Choose the Organization they'll work in.
6. Check Apply permission to all levels below so they can see every farm and field under that organization.
Select Save.

The Add User window with the email, full name, password, role, and organization fields

FarmQA doesn't email the new user. Send them their email address and starting password yourself, along with Sign in for the first time, and ask them to change the password after they sign in.

If your account uses single sign-on, you'll also see a login method choice. Choose External Login and select Invite. The new user gets an invitation email and signs in with their work account, so you don't set a password.

Give a user access to another organization

Use this when someone already in your account needs to work in another part of your operation, such as a second location.

Select Settings, then the Organization tab.
In the organization tree, select the organization you want to give access to.
Select the Security tab.
Select Associate user.
In the Grant permissions window, choose the User.
Choose their Role for this organization.
Check Apply permission to all levels below to include every level under this organization.
Select Save.

The organization Security tab with license counters at the top, the Associate user button, and the list of users]

Associate user only lists people who are already in your account. To give access to someone new, add them first as described in Add a user above.

Change a user's role

Select Settings, then the Organization tab.
Select the organization where you want to change the role, then the Security tab.
Select the person in the user list. User permission details opens on the right.
Choose a new Role from the dropdown.
Check or clear Apply permission to all levels below.
Save your changes.

The Permission summary under the dropdown updates to show what the new role can do.

Turn on a Workflow license

A Workflow license lets someone create, assign, and complete tasks. It's available when your account has the Tasks add-on, and it's used in addition to the person's role.

Select Settings, then the Users tab.
Select the person.
In the User license section, check Workflow enabled.

To turn off a Workflow license, clear the checkbox.

Frequently asked questions

Q: A role in the dropdown is grayed out. Why?
A: Every license that role needs is already in use. Change another user's role to free one up, or contact FarmQA Support to add licenses.

Q: I don't see the User license section or the Workflow enabled checkbox.
A: Your account doesn't have the Tasks add-on. Contact FarmQA Support to add it.

Q: I can't turn off someone's Workflow license.
A: That person still has open tasks assigned to them. Reassign or close those tasks, then try again.

Q: The person I'm adding already uses FarmQA with another company. What happens?
A: FarmQA links their existing login to your account. They keep the password they already use, so the password you enter doesn't apply. Let them know they can sign in as they normally do.

Q: Why can't I choose Enterprise Administrator when I associate a user?
A: Enterprise Administrator covers your whole account, so you can only assign it on your top-level organization.