| Guide

Managing users, organisations and quotas

For administrators of a kFieldCloud instance. Create organisations, add field officer accounts, set storage and seat quotas, monitor usage, run backups, and distribute the kField mobile app.

Administrative tasks are done through the kFieldCloud admin web UI at https://fdc.kfield.app/admin/. You'll need a superuser account, which is set up at the time of deployment.

1. Create an organisation

Each customer should get its own Organisation (e.g. "Acme Estate" or whatever your customer's name is). Officers from that customer join as members of the organisation. Project ownership and storage quotas attach to the organisation, not to individual users.

  1. Admin UI → Core → Organisations → Add organisation.
  2. Pick a username (lowercase, no spaces, e.g. acme_estate) and an organisation owner (your admin user).
  3. Save. The organisation now exists with the default organisation plan (5 GB, unlimited members).

2. Add field officer accounts

  1. Admin UI → Core → Users → Add user. Set username and password (kFieldCloud has closed signup, so you create accounts manually).
  2. Open the new user's page and verify their email if needed.
  3. Open the organisation → Members section → add the user.
  4. Send the officer their username, password, and the kField APK download link.

For invitations and auto-linking, see the organisation roles comparison guide.

3. Set a storage and seat quota

Plans control how much storage an account can use and how many members an organisation can have.

  1. Admin UI → Subscription → Plans → Add plan.
  2. Code: kfield_estate_small, Display name: kField Estate — Small, User type: 2 (organisation).
  3. Storage MB: 20480 (20 GB), Max organisation members: 15, Synchronisations per month: 1000.
  4. Save the plan.
  5. Admin UI → Subscription → Current subscriptions → find the customer's organisation → change Plan to your new one → Save.
Tip Storage is enforced server-side: every upload checks the quota. When an organisation hits its cap, the next upload returns an error and the officer sees a sync failure.

4. Monitor usage

Admin UI → Core → User Accounts. Each row shows current storage used (in bytes) for the account. Sort by usage to find heavy customers.

5. Backups

kFieldCloud holds two layers of state worth backing up:

Backup scripts and a restic-to-Backblaze recipe are documented in the self-host repo under bin/. Test your restore procedure at least once before you go live with paying customers.

6. Distributing the kField mobile app

kField APKs are built by the self-hosted CI on every commit to main. The latest signed APK is available from the build artifacts directory on the workstation. You distribute it to officers via:

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