Organisation admin workflow

From the day your kField organisation is set up to your steady-state daily routine. Written for the person who owns or co-administers a kField organisation (an "org admin"), not the platform-wide kCube admin.

Who this guide is for

You are an organisation admin if you have:

• A kField login that takes you into the kField admin web UI at https://fdc.kfield.app/admin/ (you have Staff status enabled), AND
• Either organisation-owner status, OR member-with-Admin-role status, on at least one organisation

If you only use the kField mobile app to capture data, the field officer quick start is the right read instead. If you administer the entire kField cloud (create organisations, set quotas, run backups), see the platform administrator guide.

Day 1: first login

1. The platform admin (kCube) sets up your organisation, creates your user account, marks you Staff, and assigns you as the organisation owner.
2. You receive an email with your username and a temporary password (or a reset link).
3. Sign in at https://fdc.kfield.app/admin/. Change your password from the top-right user menu.
4. You will see Organizations, Projects, People, Invitations, Teams, and a few other sections in the sidebar, all scoped to your organisation only.

1. Configure your organisation

1. Open Organizations in the sidebar. You will see exactly one row, your own organisation.
2. Click into it. Verify the username, email, and contact details.
3. Find the Daily activity report section. Enable it, set:
   • Timezone (e.g. Asia/Kolkata)
   • Hour and Minute when the report should be generated and emailed each morning
   • Recipients: the emails that should receive the report. Members with role Admin are auto-included. Add anyone else (estate manager, head office, etc.) by adding their email to the recipient list.
4. Save.

From this point forward, you and your nominated recipients will receive a one-page summary email every morning with what your field crew did the day before.

2. Invite your team

Inviting people is how you add members to your organisation. Manual member-creation is reserved for the platform admin; the supported workflow is invitation-based.

1. Open Invitations → Add invitation.
2. Enter the new person's email and click Save.
3. An email goes out to that address with a "Your kField account invitation" subject and a sign-up link.
4. The invitee clicks the link, sets a password, and signs up.
5. They are automatically added as a Member of your organisation. You do not need to manually add them.

If the same email already has a non-accepted invitation, sending a new one re-sends the email instead of creating a duplicate row. If the email has already been accepted by a real account, you'll see a "user has already accepted" message; no new invitation is sent.

To revoke an invitation that hasn't been accepted yet, open the Invitations list and delete the row.

3. Decide who is a Member and who is an Admin

Open your organisation page and scroll to the Members section. Each member has a Role dropdown:

• Member (default): part of the organisation directory; gets project access only when explicitly added as a project collaborator or via a team. Use for field officers, GIS operators, and most regular users.
• Admin: same permissions as you (manage settings, members, projects, secrets) and gets implicit Admin role on every project in the organisation. Use sparingly; reserve for co-administrators you fully trust.

Detailed comparison: organisation roles guide.

4. (Optional) Create teams

Teams are a way to grant project access to a group of people in one go. For example, a "Field Officers" team that gets Reporter access on every active project, or a "Supervisors" team with Manager access.

1. Open Teams → Add team.
2. Pick a short name (e.g. field_officers); it will be auto-prefixed with @yourorg/.
3. Save. Then on the team page, add Members (existing organisation members) to the team.
4. From a Project page, add the team as a Project Collaborator with the right role. Every member of the team inherits that role on that project.

5. Receive your first project from a GIS operator

Projects are not created in the admin web UI. They are authored in QGIS desktop and pushed to kFieldCloud by the kField Sync plugin.

1. Your GIS operator follows the GIS operator guide to install the plugin, build a project, and publish it.
2. When publishing, they pick your organisation as the owner.
3. The project appears in your kField admin under Projects.

6. Give people access to that project

By default a new project under your organisation is accessible only to organisation Admins. To let regular Members work on it, add them as project collaborators.

1. Open the project's edit page in the admin.
2. Scroll to the Project Collaborators section.
3. Click Add another Project Collaborator.
4. Pick a person (or a team) from the autocomplete dropdown.
5. Choose a role: Admin, Manager, Editor, Reporter, or Reader. See the project roles guide for what each one allows.
6. Save.

The collaborator will see the project the next time they sync the kField mobile app or open the kField Sync plugin in QGIS.

7. Distribute the mobile app to field officers

The kField mobile app is currently distributed manually:

1. Get the latest signed APK from your platform admin (or download from the build artifacts page they share).
2. Email or message it to your field officers, along with the field officer quick start.
3. They install on Android, sign in with the same email and password they registered with, and the projects you have given them access to appear in the Cloud Projects list.

Daily operations

Once your team is set up, your day-to-day work as an org admin is light:

• Read the daily activity report email each morning. It tells you who captured what, where, and how many photos and features. If a field officer was supposed to work yesterday but doesn't appear in the report, you can ask them why.
• If a captured value looks wrong, open the project's Synced edits log in the admin to see exactly when and by whom each change was made.
• If a sync failed for a field officer, check the project's Faulty delta files section for the failure reason and ask them to retry.

Adjusting roles and access over time

• Promote a Member to Admin: Organisation page → Members → change Role to Admin → Save.
• Demote an Admin to Member: same path, Role → Member → Save.
• Change a project collaborator's role: Project page → Project Collaborators → change Role dropdown → Save.
• Move someone between teams: Team page → Members section → tick the Delete checkbox on their row in the old team and add them in the new team's Members.

Removing people

Three different intents, each with a different action:

• "Remove from this project, keep in my org": open the project → Project Collaborators → tick Delete on their row → Save. Their account stays, they keep access to other projects they collaborate on.
• "Remove from my organisation entirely, but they may still be in other organisations": open the organisation page → Members → tick Delete on their row → Save. Removes the org-membership row only.
• "Delete the user account completely": open People → click into the person → Delete (button at bottom). This removes the user, their email, their captured edits, their account history. Use carefully; this is permanent.

Cleaning up old invitation rows: open the Invitations list and delete any rows whose recipient never signed up (or whose user has since been deleted, leaving an orphan accepted-invitation row).

When to contact the platform admin

Some tasks are reserved for the kCube platform admin. Email them when you need:

• The kField mobile APK (latest signed build)
• Storage or seat-quota increase for your organisation
• Restore from backup after accidental deletion
• Adding a new project secret of type PGSERVICE when you don't already have the database credentials configured
• SMTP / email-deliverability issues that you can't isolate to your own organisation's data
• To grant Staff status to a new co-administrator (so they can also log into the admin web UI)

Recommended operating model

Once your organisation is fully provisioned, a healthy operating posture is characterised by:

• A small administrative team. One organisation owner with one or two delegated Admins; all other personnel assigned the Member role.
• Clear team segmentation. Members grouped into Teams (Field Officers, Supervisors, Reviewers, etc.) that can be granted project access collectively rather than individually.
• Least-privilege project access. Each project's collaborator list is small, explicit, and assigns the lowest role that allows the work to be done.
• Consistent operational visibility. The daily activity report is delivered each morning and reviewed by the management team.
• Reliable data flow. Field officers synchronise from the mobile app at the end of each working day; captures are visible in the next morning's report.
• Minimal routine intervention. Day-to-day administrative work is light after the initial setup phase, limited primarily to onboarding new personnel and offboarding leavers.