How to manage Workspaces as the farm owner

What are Workspaces?

Workspaces provide accountants, banks, or consultants with a secure and auditable way to manage who in their team can access your farm’s financial data.

Benefits of Workspaces

• Access control: The workspace administrator can add and remove members, ensuring secure data access.

• Enhanced security and privacy: Each member has an individual login, avoiding generic organisational logins.

• Streamlined permissions: Saves time by eliminating the need for farmers to manually grant access.

• Designed for professionals: Workspaces provide a structured way for professionals to support their Farm Focus customers securely.

• Confidence in reporting: Accountants can lock a subscription, ensuring financial data remains unchanged after finalising reports.

How Workspaces Work

1. Create a Workspace: The accountant, bank, or consultant sets up a workspace in Farm Focus.

2. Get Permission: The subscription admin (usually the farm owner) allows their farm to join the workspace.

   • NOTE: The subscription admin is the person who pays for the Farm Focus subscription.

3. Manage Access: The workspace administrator controls which team members can access the farm.

Workspaces and the Subscription Admin

By adding your farm to a workspace, you delegate user management to the workspace administrator. Only the subscription admin can approve this.

Your Controls as a Subscription Admin

You can:

• Remove your farm from a workspace at any time, revoking access for all workspace members.

• View who has access to your farm via the workspace.

• Still add or remove individual users outside of the workspace.

You cannot directly remove workspace members. To remove someone, either:

• Contact the workspace administrator, or

• Remove your farm from the workspace entirely.

How to Join a Workspace

The preferred method is for the workspace administrator to send an invitation to the farm owner.

Learn how to join a workspace in Farm Focus from the perspective of a Subscription Admin (typically the farm owner).
Watch the video or follow the step-by-step guide to manage access and collaborate effectively within your business.

Accepting an Invitation

• The subscription admin will receive an email request from the workspace administrator.

• Click Choose your farms in the email, or log in to Farm Focus where a banner will appear.

• Select Choose your farms from the banner.

• A modal will appear:

  • Select the farm(s) to grant access to.

  • Read and accept the disclaimer.

  • Click Apply.

Troubleshooting

• If the Choose your farms link is missing from the email, the workspace administrator may have used the wrong email address.

  • Go to Profile > Personal details to check the correct subscription admin email.

  • Provide this to the workspace administrator so they can resend the request.

Alternative: Request to Join a Workspace

1. Log in to Farm Focus. Go to Settings > Users & Workspaces.

2. Click the Workspaces tab and select Add workspace.

3. Select the workspace type (Accountancy, Bank, Consultancy).

4. Select the County (NZ or Australia).
5. Select the region (NZ) or state (Australia).

6. Choose the appropriate workspace from the dropdown list.

   • If the workspace is missing, it may not be created yet, already have a pending request, or your farm may already be in it.

7. Read and accept the disclaimer.

8. Click Send request.

How to View Workspaces with Access to Your Farm

1. Log in to Farm Focus.

2. Go to Settings > Users & Workspaces > Users tab.

3. View all users, including workspace users (greyed out and not editable).

   • You can edit users who are not in a workspace.

If you see an unwanted user, contact the workspace administrator to remove them.

• TIP: You can remove the entire workspace, revoking access for all its members.

How to Remove a Workspace from Your Farm Focus Subscription

1. Log in to Farm Focus.

2. Go to Settings > Users & Workspaces > Workspaces tab.

3. Find the workspace you want to remove.

4. Click the rubbish bin icon.

5. Confirm the removal.