FarmTrack user guide

For farm owners, managers, workers, vets and milk buyers. Read the part for your role. Each step says exactly where to tap.

FarmTrack works without internet. Everything you record is saved on the phone at once and sent to the farm when there is a connection. The small cloud at the top of the home screen shows it: green means everything is sent, amber means something is waiting or you are offline, red means a record needs your attention.

1. Before you start

You need:

• an Android phone, Android 8 or newer (most phones sold since 2018);
• an email address you can open on that phone;
• internet the first time you sign in. After that the app works offline;
• either an invitation from your farm owner (managers and workers), or an access code from Enzz (a new farm owner).

FarmTrack is free to install. The farm owner's plan covers everyone on the farm.

2. Install the app

1. Open the FarmTrack file (.apk) your farm owner or Enzz sent you, by WhatsApp, email or Google Drive.
2. Android asks whether to allow installing apps from that source (WhatsApp, Files or Chrome). Tap Settings, turn on Allow from this source, then go back.
3. Tap Install, then Open.

If Android shows a warning that the app was not checked by Google Play, install it only if the file came from your farm owner or from Enzz. If the phone says the app cannot be installed, ask for the version for older phones (armeabi-v7a).

Updating: when the owner sends a new version, install it the same way. Your records stay on the phone.

3. Sign in

1. Type your email address and tap Continue.
2. Gmail addresses: tap Continue with Google and choose your Gmail account. Any other address (Yahoo, Outlook, a work address): type the 6-digit code that is emailed to you. It works for 10 minutes, once. If it does not arrive within a minute, check the spam folder, then tap Resend.
3. Choose a 4-digit PIN. The app locks itself after 2 minutes without use; open it again with your PIN or fingerprint. Never share your PIN.
4. Allow notifications when asked, so alerts reach you.
5. If you work on more than one farm, choose the farm.

"This email has not been invited to a farm" means the owner has not added this exact address yet. Ask them to check the spelling in Team.

A worker's first phone works at once. If you sign in on a second phone, it waits until the owner approves it in Phones.

4. Owners: start your farm

4.1 Create the farm

1. Get an access code from Enzz (support@enzz.co.ke or +254 702 737 117). It looks like K7QM-4XPD-R2TW, works once and expires after 30 days.
2. Open FarmTrack and tap New farm owner? Start a farm with an access code.
3. Type the code, your farm name, your name and your email, then tap Continue and sign in as in section 3.

You are now the owner of a new, empty farm. Sheep and cattle, two groups (a Dorper flock and a dairy herd) and the daily sheep checklist are ready for you.

4.2 Set up the farm (about an hour, once)

Do these in order. Everything is under Settings (the gear at the top right of home).

4.3 Add your animals

Many animals at once: make a spreadsheet with one row per animal and save it as CSV.

• Required columns: species (sheep or cattle) and category (for example ewe, ram, lamb, cow, heifer, calf).
• Optional columns: tag_number, sex, name, breed, colour, date_of_birth (dd/mm/yyyy), dob_estimated, origin, group, dam_tag, sire_tag, notes, weight_kg, weighed_on.

Open Settings → Import animals (CSV) and choose the file. FarmTrack checks every row first and lists any problem by row number. Nothing is saved until the whole file is correct, so fix the file and check it again.

One animal: Animals → +, fill in the form, and take the front, side and rear photos.

4.4 Tags

Every animal needs a tag FarmTrack can scan.

1. Settings → Tags and printing → Make new tags, choose how many (1 to 200), then Make and print.
2. Fix a tag on each animal.
3. Scan tag on the home screen, scan the new tag, and fill in the animal's details. The animal is registered with that tag.

To reprint the tags of a group, use Print tags of registered animals. A lost tag is replaced from the animal's page (Replace tag).

4.5 Invite your team

1. Settings → Team → Invite.
2. Type the person's email, choose Worker or Manager, their name, and optionally their phone number, groups and shift hours.
3. Send them the app and tell them to sign in with that email.

Tell your workers what FarmTrack records, including the clock-in selfie and the location read at certain moments (see the privacy policy).

When someone leaves, open Team, tap them and Deactivate. They are signed out at once.

5. Every day: workers

Start with Scan tag whenever you work with an animal. If a tag cannot be read, type the number and give a reason.

Mistakes: you can correct your own entry within 15 minutes. After that, ask the owner. Nothing is ever deleted; a wrong record is voided with a reason, so the history stays honest.

A locked day: once the owner locks a day, nothing more can be added to it. To fix something, open End of day → Changes to locked days → Ask to change a day and give the reason. When the owner approves, the day opens for you for 24 hours.

Anonymous message: Home → Send an anonymous message. Only the owner reads it, and nothing records who sent it. Do not write details that would identify you.

6. Owners and managers

Every evening at 19:00 the owner gets a summary notification. To change the time, ask Enzz.

Lost phone: Phones → the phone → Block. It is signed out and can no longer send records.

7. Crops

FarmTrack plans each crop you grow, day by day, and the team records the work on the day. Open Crops on the home screen (workers: Crop tasks).

7.1 Set up (owners and managers, once)

7.2 The calendar follows your adviser

Each crop comes with a general calendar: the jobs a crop usually needs and when, counted in days from planting (from transplanting for tomatoes, rice, cabbages, kales and onions). It gives timings only, never amounts.

1. Sit with your adviser and open My crops → the crop.
2. Change the days of each task, delete tasks you don't do, and add the ones you do (Add a task to the calendar).
3. In each task, write your adviser's instructions: the product and how much per acre.
4. Under Calendar, choose Adviser and pick their name. Every task then shows whose advice it is.

Also set the crop's varieties, the days to harvest and the harvest unit (kg, bags, crates, heads, bunches).

7.3 Start a planting

1. Crops → New planting.
2. Choose the field and the crop, then the variety, the area planted (at most the field's area) and the date you planted (or transplanted). Optionally record where the seed came from and how much.
3. Check the list of tasks with their dates and the expected harvest date, then tap Start planting.

The planting's page shows how far it is ("Day 20 of about 150"), the next task, every task, growth checks and harvests. When it is over, use the menu: Close: harvested or Close: the crop failed.

7.4 Every day: crop tasks

Crops → Today's crop tasks lists what is overdue, due today and coming this week. Workers see the tasks given to them and the ones given to anyone.

1. Tap the task. Read the instructions and whose advice it is.
2. When it is done, tap Mark done and record the inputs used (for example: CAN, 2, bags), the hours, how many people, a note and a photo if it helps. Tap Save as done. The location is read once.
3. If it can't be done, tap Skip it and say why.

Owners and managers: open a task to give it to a person, or add an extra task from the planting's page (Add a task). Every morning the owner gets "N crop tasks to do today", and an alert for each task whose window has passed.

7.5 Growth checks and harvests

• Growth check (on the planting's page): the stage ("knee high", "flowering"), height, plants counted, health, any pests or disease and how serious, with a photo. A serious problem alerts the owner and managers at once.
• Record harvest: the quantity, unit, grade and any losses. The planting shows the total harvested.

8. Working offline and syncing

• Record as normal without internet. Records wait on the phone and go when there is a connection; pull down on the home screen to send now.
• Settings → Sync shows what is waiting. A record the farm refused (for example, a day that was locked meanwhile) is listed there with the reason: open it and correct it.
• Before signing out or switching farm, let everything send. The phone holds one farm's records at a time; FarmTrack refuses to switch while records are waiting.
• Photos are compressed on the phone and upload when there is a connection.

9. Your plan (owners)

Payment is made to Enzz by M-Pesa or bank. The app never asks for payment details.

10. Vets

1. The owner opens Settings → Vets, adds you, and sends you a link with a 6-digit code.
2. Open the link in a browser (phone or computer). Sign in with your email: a code is emailed, or tap Continue with Google for Gmail.
3. You see only this farm's animals and records, for as long as the owner allows. Record treatments, pregnancy checks and verify deaths; your licence number is kept with your records.

11. Milk buyers

Each month the owner sends you a link. Open it, enter what you received each day, and submit. Differences from the farm's records are shown to the owner. You see only your own deliveries.

12. Problems and answers

13. Help

• Your farm owner first, for anything about the farm: access, phones, records.
• Enzz: support@enzz.co.ke · +254 702 737 117 · https://enzz.co.ke/farmtrack
• Privacy policy · Terms