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Start Here – Setup Guide

FarmWare Setup Guide

FarmWare’s setup guide will take you through a step by step walk through of the current functionality of the software. The setup process contains both exercises and videos to aid you in your setup process.

The guide contains 17 minutes of video and the tasks shouldn’t take longer than 15 minutes to complete. 

It is important that you take the time to complete the tasks outlined to gain an understanding of how FarmWare can be integrated into your current workflow. As always we are open to feedback and welcome suggestions on how to improve the set up process. Thank you for your continued support throughout the beta process and happy growing!

FarmWare Setup Guide

FarmWare’s setup guide will take you through a step by step walk through of the current functionality of the software. The setup process contains both exercises and videos to aid you in your setup process.

The guide contains 17 minutes of video and the tasks shouldn’t take longer than 15 minutes to complete. 

It is important that you take the time to complete the tasks outlined to gain an understanding of how FarmWare can be integrated into your current workflow. As always we are open to feedback and welcome suggestions on how to improve the set up process. Thank you for your continued support throughout the beta process and happy growing!

Crop Builder

This is where you add new crops to your library.

Add a new crop

  1. Click the “+” icon to add a new crop to your library.
  2. Name your crop and click save.

Add tasks to your grow schedule

3. Click on the crop name you just created to edit it.

4. Click on the “+” to add tasks to your grow schedule. See example for a complete crop recipe.


Day Section – This section allows you to input the day that each task takes place. You can start with day 1 or use negative days for prep tasks that happen before planting. You can enter multiple tasks with the same day, make task reminders for every day (like watering), or skip days to only show the important tasks that you want to appear in your task sheet. 

Task Section - The task section has a dropdown with common growing tasks, but you can also enter a custom task by typing it in and pressing enter.

Info Section – Here you can jot down any extra information, like growing medium, soak times, seed densities, water times, etc. This information will also appear on your daily task sheet when growing this crop.

Add your crop yield

5. Add your average crop yield in your unit of choice and any extra notes you want associated with the crop.

Save your new crop

6. Check over all inputted fields to make sure they are correct and click the save button when you are ready to save your new crop.

Products Page

This is where you build out your product line, by outlining all your product details here, you can save time when placing orders.

Input packaging details

1. Click the “+” icon to add a new packaging option.

2. Enter the size of the package.

3. Specify packaging units.

4. Complete this process for all your packaging options.


If you use different pricing for retail and wholesale, add packaging for both end markets so you can price them differently in the next steps. For example, “Medium Clamshell - Retail” and “Medium Clamshell - Wholesale”.

Create a new mix

This is where you specify the components of different mixes. Enter the crops and proportions so that FarmWare can calculate how many trays of each individual crop are needed to fulfil your mix orders. 

1. Click on the “+”icon in the “Mix Library” section to create a new mix.

2. Use the Mix Components “+” icon to add the component crops of your mix - Select each crop from the dropdown, and specify its amount in units or %.

3. Save your crop mix. The total percentage must equal 100 for the mix to be valid, otherwise it cannot be saved.


You may use the Mix Library “+” icon to add as many mixes as you like.

You may use the Mix Components “+” icon to add the component crops of your mix

The total percentage must equal 100 for the mix to be valid, otherwise it cannot be saved.

Add product info

Use this section to outline all the details for each one of your products (pure crops and mixes).

1. Select a product.

2. Click on the “Available for sale” trigger if that product is for sale.

3. Select which packaging options are available for this product and outline a standard price (you can override this price when placing orders if you want to offer a special price).

4. Fill out the product info. 


Available for sale trigger – This allows you to select whether a product is for sale or not. 

Product Info Section – Here you can input the value of the product as well as the storage buffer and yield buffer.

Unit Value - This number is used to calculate a suggested price for custom orders that do not use your standard packaging options (like 3 trays, or 5 lbs). See the orders page for more info on custom orders.

Storage Buffer – Specify how long you can leave a product in cold storage before it is sold. When you have a storage buffer, FarmWare can try to schedule all your harvesting activity on the same day to help you be more efficient. If you harvest and sell on the same day, set this to 0.

Yield Buffer – Specify how much extra crop you want to grow on top of your order demand. This is used as a safety buffer for crop failures or to ensure you have extra product for late orders or marketing samples.

Orders Page

The orders page lets you search through all your past and current orders and is also where you input new orders. When you place a new order, FarmWare checks your inventory to ensure that you are growing enough trays to fulfil your orders plus any yield buffer you specified on the products page. When an order is placed, FarmWare will automatically schedule your growing tasks based on the grow schedules outlined in the crops page.

Place a new order

1. Click on the new order button to place an order.


You can use one of two order input systems within FarmWare, the system that you choose will depend on your daily workflow.

Additive Order System 

The additive order system is for grow to order farms. FarmWare will take the sum of all of your order inputs and calculate how many trays you need to grow to satisfy demand.

Subtractive Order System

In the subtractive order system you will predict your weekly demand in trays and set production levels that will be subtracted from as your orders come in.

Additive Order System - Input new order details

1. Type a customer name and press enter.

2. Select a product.

3. Select a packaging option - If you specified a price on the products page, it will automatically appear with its respective quantity. If you want to offer this product at a special price for this order, you can enter custom pricing instead.

4. Enter a quantity.

5. Click on the add item button to complete the task.


Customer input – this allows you to select an existing customer or create a new customer by typing the customer’s name and hitting enter.

Product drop down - this allows you to select crops that you have made available for sale on the product page.

Packaging drop down – This allows you to select sizes you have made available for each variety.

Quantity Input – This allows you to input quantity of products for the order.

Add item button  - This will allow you to add multiple items to the same order.

Product/custom trigger – This gives you the option of choosing a product from your products page or placing a custom order. 

Secondary Item – This section allows you to add an additional item to your order. To continue to add more items click the “Add Item” button again.

Payment type – This allows you to input payment terms.

Date – This specifies when the order is to be delivered to customers. Make sure you leave enough time to fulfill all orders. For example, if Broccoli is an 11 day grow cycle then you must select a date that is a minimum of 11 days away.

6. Click on the Product/Custom trigger to choose a custom product. 

7. Enter 1 tray of product from your crop list .

8. Specify a delivery fee.  

9. Input a 10% discount.

10. Select a date for delivery and click save.*


*You must select a day that satisfies your crops minimum lead time. For example, if your order contains broccoli and it takes 11 days to grow the delivery date must be a minimum of 11 days away. If you would like to input an order that is shorter than the lead time you can pick the date and use the “force” button.


Subtractive Order System - Place a new order

In order to use the Subtractive ordering system, you first need crops in production. Scroll down to the Production Page section below to create your first production run, then return here to use subtractive orders. Steps 1-5 involve setting up a production run, so we will continue with step 6.

6. Navigate back to the orders page and click the new order button.

7. Click on the Additive / Subtractive trigger.

8. Select a customer.

9. Select the same product you inputted into inventory.

10. Select a packaging size.

11. Specify quantity.

12. Specify a delivery fee.

13. Input a 10% discount.

14. Select the same date you inputted as harvest on step 4 click save.


1. Navigate to the orders page and Click on the graph arrow.

2. Notice your current inventory levels plotted alongside demand. Users can hover over each variety to see demand vs production. 

Production Page

The Production Page lets you manage everything related to producing your products. It is split into two sections: batches and production. The batches section gives you information about and control over your current and future batches of crops. The production section lets you set up production runs that do not depend on orders (this is a key component of the subtractive order system).

Create a new production run

1. Click on the New Production button to create a new, one-off production run


If you are setting up your weekly production, skip ahead to the Repeating Production Run section

Production runs let you schedule a certain amount of crop to be grown regardless of orders. If you are using the subtractive order model, you need to start with production runs so that you have crop to assign to orders as they are placed.

  • In the New Production Run Popup you can select how much crop you want to grow. This can either be done using products and packaging (i.e. grow enough crop for 25 Large Clamshells of Cabbage), or by toggling the slider to Custom and inputting a number of trays or a bulk amount in grams, ounces, or pounds (i.e. 5 Trays of Amaranth)
  • You can add multiple items to your production run by clicking Add Item
  • Now enter the date - this can either be set as a start date or an end date
    • Note that if you use a start date and have multiple crops in your production run, they will all be started on the start date and may not be ready to harvest on the same day if they have different times to maturity. If you want everything ready to harvest on the same day, use the End Date option. If you set the end date too early and there is not enough time to grow the requested crops, you will receive the same warnings as in the Orders Page above.

Once you save this production run, FarmWare will add the required batches and trays, and schedule your growing tasks. If you open the graphs dropdown at the top of the page, you will be able to see how much crop is now in production for the new harvest date(s). As you use the subtractive ordering system, you will see the demand increase. You can also see and edit the new batches in the Batches tab of this page.

To schedule a repeating production run, navigate to the Repeating Production Run tab and click New Template. Create a repeating production run the same way as shown above, and add the repeating frequency.

To control the repeat behaviour, go to Settings and navigate to the Repeating Production section.

Every time a production run repeats, you can choose to receive a notification prompting you to confirm or cancel it (Notify to confirm) and you can adjust when you want the notification to appear based on days before the production run must be started.

You can also control the default action that you want FarmWare to take if you do not handle the notification (automatically confirm or cancel/skip). 

To help see your schedule in the future, you can adjust the Auto-schedule time, which sets when you want production runs automatically scheduled or skipped based on days before the start date. 

  • Example: You want your production runs to automatically repeat without having to do anything, and would like to see your production one month into the future. 
    • Solution: Deactivate notifications, set the default action to Confirm, and set the Auto-schedule time to 30 days. Note that you can always edit your production runs even after they have been scheduled.
  • Example: You would like to confirm each production run before it is scheduled so you can apply changes depending on how much you need to grow in a fluctuating market.
    • Solution: Activate notifications, set the Warning Buffer to 7 days so you can review it one week in advance, and set the Auto-schedule time to 0 days.

See the Notifications section for more information on how repeating production runs are handled.


The batches tab shows you all your batch information and allows you to make changes to batches on the fly.

The Gantt Chart view shows you for batches over time, crop, number of trays, and batch ID.

To see more information about a batch, or to edit it, click on the corresponding bar in the Gantt Chart. Here you can see the batch information as well as the orders that this batch is linked to.

Click Edit to edit the batch.

You cannot change the batch IDs or the crop for traceability reasons, but you can change the number of trays and start/harvest date.

If you reduce the number of trays, and the reduced batch will no longer yield enough crops to fulfil the linked orders, you will receive a warning message showing you the required amount, the new expected yield with the reduced tray count, and the affected orders.

You can force the edit through and check your Production vs. Demand graph in the graphs dropdown above to see if you have other crops with enough extra yield to supplement or replace those order items.

Feedback Request: Currently, if you change the start or harvest date of a batch, FarmWare will move all your scheduled tasks accordingly. This is a temporary solution as it would lead to inaccurate traceability logs, so we are working with beta testers to determine the best way of handling the outstanding tasks. Please feel welcome to share your thoughts on this with us!

Splitting Batches

If you would like to separate part of a batch to either change its grow schedule or harvest early, you can split the batch in the Edit Batch Popup by clicking Split Batch. You will be prompted to enter the number of trays you would like to split from the parent batch into the new Sub-Batch. The sub-batch can then be edited independently of the parent batch while still maintaining the true traceability log from when it was part of the parent batch. Once you confirm the split you will be able to see the new sub-batch appear in the gantt chart.

Early Harvest

To harvest a batch or sub-batch early, edit the batch and click Harvest Batch where you will be prompted to enter the harvest date. Once you confirm the early harvest, all of your uncompleted tasks from before and after harvest will be moved up accordingly to ensure that you can review all the necessary steps you take both pre- and post-harvest. You will also be able to immediately see that the batch harvest date has changed in the Gantt Chart.

Table View

You can also see all of your batch information in the table view. Filtering and editing batches is exactly the same in this tab.


This section is where you can view your monthly calendar as well as your daily task list.

View your schedule and task list

  1. Click on the calendar to see the number of tasks scheduled on each day. 
  2. Notice that your tasks are populated for the orders that you entered. 

Using the task sheet

    1. The task sheet will automatically load all of today’s tasks, to see future tasks you can either select a different date here, or check the calendar page for an overview of the work ahead.
    2. To create a custom task such as “Sweep floor” click “+ Create Task”. Here you may schedule the frequency of the task. Click save to complete the input.
    3. To filter your tasks use the date selector to select the desired date you would like to view your tasks for. Here you may also filter by task type by clicking the drop down next to “Tasks” and selecting a previously inputted task.
    4. To mark a task as complete click the status checkbox next to it. You may switch it back to incomplete by clicking the checkbox again.
    5. This is the “export tasks” button. This allows you to print out a task list or export it as a CSV file.

Export a task list

  1. Specify a date range you would like to export tasks from.
  2. The table will show a preview of the tasks for the date range you have selected.
  3. Click “print tasks” to see a preview of your task sheet, or click “export to csv” to export the task list in a spreadsheet.

Export a pack list

1. Navigate to the calendar page and click pack list.

2. Select a date with orders due.

3. Notice your pack list has populated.

4. Export your pack list as a CSV.


The calculator page gives you a breakdown of all your packaging options and prices for a certain amount of product. You can pull out various combinations of packaging options play around with different combinations and see their value.

Calculate a value

1. Enter the quantity, unit, and mix you would like to breakdown and click calculate.

2. Select the product, select the unit and input the quantity. Click select. Repeat.

3. Notice that the available options are automatically recalculated based on your selected options.

CRM - Customer Relationship Management

The CRM will allow you to track order history and client information. Add new clients to the CRM to have them show up as an option in the orders page. 

Add a new customer

1. Click on the “Create New” button to add a new customer.

2. Input customer field, contact name, phone number, and email. 

3. Click save.

4. Continue to add all your clients into your CRM.

After a successful pilot project automating Living Earth Farm, we started the process of certifying our hardware products so we can get them to farmers everywhere. We will be offering automation kits for small scale farmers as well as a pro series for commercial growers. All of our automation systems link to FarmWare so you can focus on other things while your farm runs itself!

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