User Guide

1. Welcome: Confirms your email and shows your subscription tier (Trial by default).
2. Choose your mode: Select Compliance (regulated tracking, audit logs, signed releases) or Home (simplified, for personal growers).
3. Create your first facility: Enter facility name, code (e.g., FAC001), and optional location.
4. Tour the dashboard: See a brief overview of the modules and their purposes. 16 modules: 15 live today. Farm AI (Beta — a preview, not yet backed by live data) completes the suite at launch: 16 of 16 live, targeted Q4 2027.
5. Confirm and start: Click "Begin Logging" to close the modal and access the full dashboard.

1. Open the app and click + New Facility (or via onboarding).
2. Enter Facility Name: e.g., "Main Greenhouse" or "Propagation Room".
3. Enter Facility Code: A unique identifier, e.g., FAC001, GH_EAST. Used in audit logs and reports.
4. (Optional) Enter Location: Full address or coordinates.
5. Set Compliance Mode: Choose Compliance or Home.
6. Click Create Facility. You're now ready to log.

Your data lives under facilities/{facilityId}/ with one collection per module:

• vision_logs: Daily irrigation records (one doc per log).
• harvest_records / harvest_assessments: Yields, wet/dry weights, structured readiness checks.
• garden_orders: Client order pipeline + lot assignments.
• rack_inventory / rack_transactions: Items + the usage / disposal / receipt ledger.
• kpu_workorders: Create / advance / complete / delete with full status history.
• epu_equipment: Equipment registrations and maintenance schedules.
• safe_lots: production lots, stage events, lab results and signed releases.
• calendar_events: Scheduled tasks; cancellations send team-notification email.
• audit_log: Record-changing actions across the modules write a timestamped event — who (user), what (module, action, record, before/after), and where from (user agent, IP, method, path).

Every audit-log record carries: user, userEmail, facility, module, action, entityType, entityId, summary, before / after deltas, and a server timestamp. Open the "📜 View Audit Log" button on any module to query the lot.

VisioN is your daily touchpoint. Record environmental data, water parameters, and plant metrics. Run AI analysis to get recommendations.

How to Submit a Daily Log (Step by Step)

1. Open VisioN module. Click + New Log.
2. Select your Room (from your facility's rooms).
3. Select Strain (cultivar growing in that room).
4. Fill in water parameters:
   • EC (Electrical Conductivity): Nutrient strength, e.g., 1.2 mS/cm.
   • pH: Water pH, typically 5.5–6.5 for hydro, 6.0–6.8 for soil.
   • Runoff Volume (L): Drainage collected, e.g., 5L.
   • Water Volume (L): Total applied, e.g., 20L.
5. Fill in plant metrics:
   • VWC (Volumetric Water Content %): Soil/substrate moisture, 0–100%. Use sensors or estimate.
   • Canopy Height (cm): Average plant height.
   • Leaf Color / Overall Health: Visual score (1–5 scale or descriptive).
6. Add Notes: Any observations (yellowing, pest damage, new shoots, etc.).
7. Choose Log (save as-is) or Analyze-with-AI (upload photos, get K3B0/R3DE summary).
8. Click Submit. The log is saved to your facility's records.

Fields Reference

Running AI Analysis (K3B0 + R3DE Crop-Steering)

Reading Dashboard Metrics

After submitting logs, return to the VisioN Dashboard:

• Trend Charts: EC, pH, VWC, and runoff % over the last 14 days per room/strain.
• Latest Values: Your most recent log's numbers in card format.
• AI Alerts: Red flags from K3B0/R3DE (illustrative examples: "pH rising; reduce acid" or "Signs of powdery mildew detected").
• Comparison View: Compare two rooms or strains side-by-side.

Record pre-harvest readiness and final crop yields. Track wet/dry weights, crop potency, and yields per strain.

Pre-Harvest Readiness Assessment

Before cutting, fill out the structured Readiness Assessment. Each entry writes to a dedicated harvest_assessments Firestore collection AND lands in the universal audit log so the chain-of-custody is intact when an inspector asks why you cut on a given day:

• Trichome cloudy / amber %: percentage readings instead of arbitrary 1–5 scoring.
• Pistil colour: proportion white / brown / red.
• Leaf curl + colour: natural senescence vs stress-induced.
• Photos: phenology marker close-up (e.g. stigma / trichome / fruiting body), full canopy, leaf condition.
• Overall Readiness %: scored from a trichome photo analysis, and the score states its basis. (Illustrative example: 80%+ ready to cut.)

Submitting a Harvest Record

1. Click + New Harvest in the HarVesT module.
2. Select Strain and Batch ID (from your GarDen propagation).
3. Enter Wet Weight (kg): Total fresh weight cut from the room.
4. Enter Dry Weight (kg): Final cured weight (measured after 7–14 days drying + curing).
5. Enter Yield per Plant: Calculated as dry weight / plant count.
6. (Optional) Enter Lab Assay Data: Lab results for potency / lab-assay results.
7. (Optional) Enter Terpene Profile: (premium tier feature).
8. Add Notes: Quality observations, process notes, anomalies.
9. Click Record Harvest.

Reading the Harvest Analytics

Dashboard shows:

• Yield Trends: g/plant over time by strain. Identify top performers.
• Potency Distribution: Scatter plot of potency vs yield. Understand trade-offs.
• Batch Comparison: Side-by-side wet/dry/yield for same strain grown at different times.
• Drying Loss %: (Wet – Dry) / Wet × 100. Typical 70–80% loss; >85% indicates over-drying.

Plan and track every clone, seed, or tissue culture batch from creation to ready-to-veg.

Creating a Propagation Plan

1. Click + New Batch in the GarDen module.
2. Enter Batch Name: e.g., "Cultivar 12-A Clones — Jan 2026".
3. Select Propagation Method:
   • Clone: Cuttings from mother plant.
   • Seed: Germinated seeds.
   • Tissue Culture: Lab propagation.
4. Enter Strain and Quantity (units): e.g., 50 clones.
5. Set Start Date and expected Ready Date (e.g., 21 days for clone rooting).
6. Assign Target Room (where they'll go after propagation).
7. Click Create Batch.

Tracking Active Batches

The Batch Tracker shows status of all active propagations:

• Timeline: Days since start. Color-coded: green = on track, yellow = delayed, red = failed.
• Survival Count: Update after you assess rooting/germination. E.g., 50 clones → 48 rooted = 96% survival.
• Next Milestone: e.g., "Roots visible (Day 7)" or "Hardening off (Day 14)".

Logging Grow Notes with Photos

Daily updates keep you on track:

1. Click into an active batch.
2. Click + Add Note.
3. Write your observation (e.g., "Good root development visible on 42 clones. 2 show signs of damping-off. Increased humidity to 75%.") and upload 1–2 photos.
4. Click Save. Note is timestamped in the batch log.

Reading Survival Rate Analytics

After a batch finishes (all plants transplanted or discarded):

• Survival %: Final count / initial count. Displayed as metric card.
• Days to Rooting: Average from inoculation to first visible root. Helps you optimize technique.
• Failure Analysis: Notes from your daily logs tagged with "failed" or "problem" generate a summary showing root causes.

Client Order Pipeline + Lot Assignment

GarDen now hosts the Client Order pipeline: Pending → In Progress → Ready → Fulfilled (or Cancelled). Submit a client order with strain, quantity, target ready-date, and notes; advance it through stages as work progresses; assign a specific GarDen lot to the order and the relationship forwards downstream to SafE for release packaging. The Active Batches dashboard surfaces every open client order above the plant registry so the room lead always sees pending demand. Every order create, advance, lot-assign, and delete writes to the audit log.

Mother Plants (the Genetic Bank)

Tick These will be mother plants when you add plants, and they join your facility's bank of mothers (marked MOTHER, counted on the Mothers card). Mother lots carry establishment and regeneration due dates:

• ★ Establish: record when the mother was established (Established on) and its Mother room.
• ↻ Regenerate / ✎ Regen: record a regeneration; the regeneration due date shows which mothers are due to be renewed.
• ✂ Provision cuts takes cuttings from a mother; ⏏ Retire retires it.

Mothers stay in veg; they never flip.

Recording the Flip to Flower

On a batch, click 🌸 Flip (“Record the day this batch went to flower”). Enter Flipped on (not in the future, and not before the batch rooted), the Flower room and an optional Note, then click Flip to flower. The veg → flower flip date is recorded once.

Manage all supplies: nutrients, pots, media, pesticides. Track inventory, orders, and shipments.

Adding Inventory Items

1. Click + New Item in RacK.
2. Enter Item Name: e.g., "Flora Trio A (500 mL)".
3. Enter SKU / Part Number: e.g., "GHE-FTA-500".
4. Enter Category: Nutrients, Media, Pots, Tools, Pesticides, Other.
5. Enter Unit: Bottle, L, kg, piece, etc.
6. Enter Current Quantity: e.g., 5 bottles in stock.
7. Enter Unit Cost: e.g., $15 per bottle.
8. Enter Reorder Point: Quantity that triggers a "low stock" alert. E.g., 2 bottles.
9. Click Create Item. It now appears in your inventory list.

Processing Purchase Orders

Workflow: Need → Order → Receive → Update Inventory

1. Click + New Purchase Order when you see a low-stock alert or plan ahead.
2. Select Items and Quantities needed.
3. Select Vendor. KiP remembers vendors you've used before.
4. Enter Expected Delivery Date and Purchase Order Number (from your vendor).
5. Click Create Order. Status is "Open".
6. When items arrive, click Receive Shipment (see next step).

Receiving Shipments with Photo Analysis (AI-Powered OCR)

KiP's ShipOCR feature reads box labels and packing lists:

1. Click Receive Shipment on your open PO.
2. Take photos of boxes, labels, and packing slip.
3. Click Analyze Photos. ShipOCR extracts quantities, part numbers, and batch codes.
4. Review extracted data. Correct any OCR errors manually.
5. Click Confirm Receipt. Quantities auto-update in your inventory.
6. PO status changes to "Received".

Usage / Disposal Ledger (Audited)

Every quantity adjustment — adds, usage, disposal, receipt — writes a row to the backend rack_transactions ledger AND a record to the universal audit log with delta, reason, room, and operator email. Pull the spreadsheet view from the "📊 View Inventory Ledger" button to filter by item, action, or date range. No more "where did that gallon of CalMag go?" mysteries.

Running Inventory Reports

Dashboard shows:

• Current Stock Levels: Quantity on hand for each item.
• Low Stock Alerts: Items below reorder point (red cards).
• Inventory Value: Total $ value of all stock.
• Consumption by Category: Bar chart showing which categories you buy most.
• Order History: All POs, received and pending.

Manage facility maintenance, repairs, inspections, and store critical documents.

Creating Work Orders

1. Click + New Work Order in KpU.
2. Select Order Type: Repair, Maintenance, Inspection, Cleaning, Other.
3. Enter Title: e.g., "HVAC filter change — Room A".
4. Enter Description: Detailed scope of work.
5. Select Assigned To: Team member responsible (collaborators: Plus and up).
6. Set Due Date and Priority: Low, Medium, High.
7. Attach Photos or Documents: Reference images, manuals, etc.
8. Click Create Order. Notification sent to assigned user (if enabled).

Use the Work Order Tracker to see status: Pending → In Progress → Complete. Mark as done when finished, and add completion notes/photos. Every status transition mirrors to the backend and writes to the universal audit log — open "📜 View Audit Log" to query who advanced which order when.

Managing Document Library (Licenses, SOPs, Certificates)

1. Click Documents tab in KpU.
2. Click + Upload Document.
3. Select Document Type: License, SOP, Certificate, Permit, Lab Report, Other.
4. Enter Document Name: e.g., "Cultivation License 2026".
5. Set Expiry Date (if applicable).
6. Upload PDF or image file.
7. Click Save. Document is searchable and can be exported during audits.

Expiry Tracking: In Compliance Mode, documents expiring within 30 days are flagged in red. Set email reminders under Settings.

Register all equipment, schedule preventive maintenance, and configure your facility's rooms.

Registering Equipment

1. Click + New Equipment in EpU.
2. Enter Equipment Name: e.g., "Veg Room HVAC Unit #1".
3. Enter Model / Serial Number.
4. Enter Room it's assigned to.
5. Enter Installation Date and (if known) Expected Lifespan.
6. Upload Manual / Documentation.
7. Click Register. Equipment is now tracked for maintenance scheduling.

Scheduling Maintenance Tasks

Preventive maintenance keeps equipment running:

1. Click an equipment item.
2. Click + Schedule Maintenance.
3. Select Type: Filter Change, Calibration, Inspection, Cleaning, Replacement, Other.
4. Set Interval: E.g., "Every 60 days" or "One-time on June 15".
5. Click Schedule. Creates recurring work orders (visible in KpU).

Configuring Rooms (Dimensions, Purpose, Climate)

Define the physical spaces in your facility:

1. Click + New Room in EpU.
2. Enter Room Name: e.g., "Veg Room A", "Propagation", "Cure".
3. Enter Dimensions: Length × Width × Height (m).
4. Enter Purpose: Vegetative, Flowering, Propagation, Curing, Storage, Quarantine, Other.
5. Enter Climate Targets: Temp (°C), RH (%), CO₂ (ppm).
6. Assign Equipment to this room (HVAC, dehumidifier, lights, etc.).
7. Click Create Room. Now available as a dropdown in VisioN logs.

Floor Plans (Layouts tab, Pro and up)

The Layouts tab holds your facility plan:

1. Under Facility plan, click Upload plan.
2. Click Set scale, then click each end of something whose real length you know.
3. Pick a room and click Outline this room to draw its outline on the plan.
4. Place equipment on the plan; positions and sizes are in feet. Click Save plan (or Discard changes).
5. Click Export PDF for a printable plan sheet.

From a photo: under Ingest from a photo, Read the plan sends what it reads to your records for review rather than straight into the plan. Versions: uploading a new plan keeps the old one as a version instead of overwriting it.

Create production lots, move them up the stage ladder (dry → cure → trim → test → QA Review → release), sign releases, and export audit trails. Central to regulatory compliance.

Creating Lots

1. Click + NEW LOT in SafE. The Create New Lot form opens.
2. Lot Number is read-only: the server assigns the next number for your facility (e.g., LOT-2026-0014), so two people can never be handed the same one.
3. Choose From which harvest? Picking a harvest fills and locks the strain. A lot cannot exceed its harvest: the lots made from one harvest can never add up to more than that harvest weighed. (“Not from a harvest” stays available for product that came in from elsewhere.)
4. Enter Strain, Quantity (grams) and the Room (from your facility's room list).
5. Set Product Form: Bulk (unpackaged), Bulk-packaged or Packaged; Dried or Fresh / wet; Trimmed or Untrimmed; and Irradiated if it applies.
6. Add Notes and click CREATE LOT.

Logging Production Events

Each event moves the lot up the ladder: Harvested → Drying → Curing → Trimming → Testing → Packaging → QA Review → Ready for Release → Released. The ladder only goes forward. Testing and QA Review cannot be skipped.

1. Click + LOG EVENT and choose the lot under Select Lot.
2. Select Event Type: Drying, Curing, Trimming, Testing (Lab Sample), Packaging, QA Review, or Destroy.
3. Set When did this happen? It defaults to today; it cannot be in the future, before the stage it follows, or before the lot was harvested.
4. Enter Quantity moved / after event and its Unit (grams, kg, plants, clones, seeds), plus Notes.
5. For a Destroy event, attach Photo Evidence with + PHOTO.
6. Answer Documents Compiled? and click LOG EVENT. Timestamped and attributed to your user. Logging QA Review moves the lot to Ready for Release.

Attaching a Lab Result

Release requires a passing lab certificate: the certificate is opened and identified when it is attached, and re-checked at release. A lot with no passing certificate is not released, whatever stage it has reached. A lot in Testing shows “Waiting for lab result” until one is attached.

1. On the Lots tab, click VIEW on the lot. Its Lab results section lists every result, newest first, with the lab, the dates, the reported figures, and who attached it.
2. Click + Attach lab result. Choose the Certificate (a PDF or an image), enter the Laboratory, and set the Result: Pass, Fail or Pending. A Pass needs its certificate.
3. Enter the Sample date and Report date (neither can be in the future), and any figures the certificate reports. Leave a figure blank if the certificate doesn't report it.
4. Click SAVE LAB RESULT. Results are append-only: a retest is a new result, and the failed test stays on the list.
5. View certificate opens the stored file. Team members with the Viewer role can see results and certificates but not attach them.

Release Sign-Off (one PIC or HOS)

A release is signed by one authorised person. (If your facility wants two people to approve what leaves the building, PaLLeT can require two distinct signers on a shipment; see PaLLeT below.)

1. On the Release & Transfer tab, click INITIATE RELEASE on a lot that is Ready for Release. The form shows the lot's latest lab result first; AUTHORIZE RELEASE stays disabled, with the reason and an Attach lab result link, until a passing, verified certificate is on file.
2. Enter Destination Facility / Recipient and a Group Notification Email (one address; it receives the Order Complete email).
3. Choose the Sign-Off Role: PIC (Person In Charge) or HOS (Head of Security), and enter the Signer Name.
4. Tick the Confirmation: “I confirm all documentation is complete and this lot is approved for transfer.”
5. Click AUTHORIZE RELEASE. The lot's certificate is re-checked; if it passes, the lot moves to Released. The server records the sign-off (role, name, destination) on the lot and on the transfer, gives the transfer its number (TRF-YYYY-NNNN), and sends the Order Complete email to the address you entered. The confirmation on screen shows that number and whether the email was queued.

Product leaves the facility through a PaLLeT shipment, which records the ship event itself when the shipment goes In Transit.

Audit Trail Export

In SafE dashboard, click 📜 View Audit Log to open the read-only KipSpreadsheet viewer over the universal audit_log — filterable by module (filter to safe), action, entity, or operator email. Click Export CSV/PDF/JSON for regulatory submissions. SafE lots are now backend-persistent (no more browser-cache loss; cross-device sync) and every lot creation, stage advance, event, and release flows through the same audit pipeline.

Coordinate all facility events: harvests, maintenance, meetings, inspections.

Creating Events Tied to Modules

1. Click + New Event in CalENdaR.
2. Enter Event Title and Description.
3. Select Date & Time.
4. Select Module Link (optional): VisioN, HarVesT, GarDen, SafE, KpU, etc. Clicking the event jumps to that module's data.
5. Set Reminder: 24 hours, 1 hour, or none.
6. Click Create Event. Appears in your calendar and (if logged in) in the sidebar.

Week, Month, and Roster Views

Week View: Hourly grid with cluster overlap layout — concurrent events tile side-by-side so the text stays readable instead of blending. Perfect for detailed scheduling (maintenance windows, team shifts). Month View: Full calendar, better for big-picture planning. Roster View: Who-does-what across the team. Toggle with buttons at the top.

Cancel-with-Notification + Audit

Click Cancel on any event row in the roster. A templated team-notification email goes out automatically to every assignee with the original title, time, room, and your reason. The cancellation lands in the universal audit log with a full before-snapshot — title, date, type, room, status — for the compliance record.

The Lot Schedule (SCHEDULE tab)

The SCHEDULE tab is a Gantt chart of every batch, shown BY ROOM or BY LOT. Dashed bars are planned; solid bars have happened.

1. Propose a change: drag a bar to a new date (or use Propose a change), give a reason, and click PROPOSE. Nothing moves yet.
2. Review the knock-on: an approval moves everything after it, and the proposal previews those knock-on dates before anyone approves.
3. Approve or reject: click APPROVE (or EDIT DATES first, or REJECT). One proposal can move several bars at once.
4. Undo: the person who approved can click UNDO within 10 minutes.

Rooms: a flower room (and every room after flower) is a queue: batches line up in it. Mother, clone, tissue-culture, propagation and veg rooms are shared. A stage is only scheduled into a room designated for that stage. Your facility's own phase lengths and default rooms are set in Settings → Lot Schedule Defaults.

Subscribe, CSV and Print

The SCHEDULE tab's toolbar has three exports:

1. SUBSCRIBE: a read-only calendar subscription for Outlook, Google or Apple Calendar. Your calendar app picks up schedule changes; edits are made in KiP, not in the calendar app.
2. CSV: downloads the board as a spreadsheet, as the find and filters show it.
3. PRINT: prints the board's window on one page.

Birds-eye view of all your facilities. Aggregate metrics, compliance status, and AI summaries drafted from your records.

Activity Score (on the roadmap)

An Activity Score reflecting logging activity across modules is planned. It is not live today — the ExecutivE i i score card shows "Not available yet".

Viewing All Module Data in One Place

ExecutivE i i shows:

• Facility Summary Cards: Name, code, last activity, team size, subscription tier.
• Recent Logs Across Modules: Last 20 entries (VisioN, HarVesT, GarDen, SafE) by timestamp, filterable by module.
• Team Activity Heatmap: Who logged in when (shows team members; collaborators: Plus and up).
• Upcoming Milestones: Harvests due, maintenance schedules, document expiries.

AI Cross-Module Analysis

R3DE Premium: Drafts a summary from your VisioN data (growth metrics) and HarVesT outcomes (yield/potency) to point out patterns:

Illustrative example (not real results):

• "When VWC stays 50–60%, yields are 12% higher on Cultivar 12-A."
• "pH drift >0.5 units predicts an 8% potency loss."
• "EC above 1.5 increases nitrogen burn risk in Week 3 of flower."

Recommendations are logged and visible in the ExecutivE i i summary.

Universal Audit Log + Compliance Reporting

Every module writes to the same per-facility audit_log collection. The 📜 View Audit Log button on every module opens the shared KipSpreadsheet read-only viewer over the same data:

Filter by any column; click Export CSV/PDF/JSON for your auditor or regulator. Capture is durable: the audit write completes before the response is returned; a failed write is retried, kept in an outbox and reconciled daily — a capture failure is recorded, never silent.

One feed of grow news, provider guides, regulatory notices, research and community posts, fetched from a curated list of sources every 6 hours and ranked for the strains your facility grows. Tier: Pro+ and above.

Reading the Feed

1. Open KroP Ai. The status pill at the top says when the feed was last updated and how many sources it read.
2. Narrow the feed with the topic chips: All, Cultivation, Propagation, Irrigation, Veg, Crop steering, New tech & equipment, Nutrients & media.
3. Or pick a Source type: News, Providers, Regulatory, Research, Video, Community, Insights. Topic, source type and search combine.
4. Type in Search stories, sources, strains… to search as you type.
5. Each story shows its source, its age, a summary and a Why you're seeing this line. Click Open at <site> ↗ to read the original, or Share to copy the source link. Load more with More stories.

Stories new since your last visit are marked · new. A card generated by AI rather than fetched carries an AI · <provider> chip, and KiP-authored playbook rows are labelled “KiP-authored, not fetched”.

Your Strains and Sources

• 🧬 Your strains in the news: roster strains mentioned in current stories. Click one to search the feed for it.
• 🗂 This week by topic: click a topic to filter the feed.
• 📚 Sources: click All N sources, with reasons to see every source, when it was last fetched, and why any source failed or is not fetched. The source list is curated by KiP; you cannot add your own.
• ↻ Refresh fetches every source now. Only the facility owner can use it, at most once every 10 minutes.

The Weekly Digest

Once a week, each facility gets one KroP Ai digest (never one message per story): how many new stories, how many mention your strains, regulatory notices, the top topics and stories. Turn it on or off under Settings → Notifications → KroP Ai. Feed items are kept 30 days.

Prepares your monthly Health Canada CTLS report and CRA B300 duty worksheet from your own records, keeps your sealed shipping documents, and scores your facility in the Compliance H+ report. Tier: every tier. These are preparation workbenches, not filings: you file with the regulator yourself.

CTLS Monthly Report

1. Open the CTLS Monthly Report tab. Choose the Reporting period (it defaults to last month) and click Load.
2. The Unpackaged inventory and Packaged inventory grids fill from your HarVesT harvests, GarDen plants and SafE events, by product class (Seeds, Vegetative plants, Whole cannabis plants, Fresh, Dried, Extracts, Edible, Topicals). Auto-filled numbers show in green, and the “Where the auto-filled numbers came from” box explains each one. Closing inventory is calculated as you edit.
3. Click Save Draft (audit-logged), then 📄 Export CSV, 💾 Export JSON or 🖨 Print / PDF.

CRA B300 Duty

1. Open the CRA B300 Duty tab, choose the Reporting period and click Load. Rows come from SafE shipments and fulfilled GarDen orders.
2. Add anything else with + Add transaction: source, date, category, weights, plants, seeds, mg THC, dutiable amount and province. Duty is worked out from the current rates the platform loads.
3. Save Draft and export as CSV, JSON or Print / PDF. Every saved draft is listed on the Saved Reports tab with who saved it and when.

Documents and the Filing Guide

The Documents tab lists every packing document sealed when a PaLLeT shipment was released: shipment, destination, lots, its SHA-256 fingerprint, and its retain-until date. Sealed documents cannot be edited or deleted; click Reprint for a copy. On LP Pro and Enterprise, 📚 Generate Audit Binder assembles a month's filing status, sealed-document manifest and audit-trail extract into one print view. The Filing Guide tab sets out the monthly rhythm and the rules the worksheets surface.

Compliance H+

The ✦ Compliance H+ tab scores your facility out of 100. Choose a Period, then read the cards:

• Facility Health: rooms, lots, strains, inventory, open flags.
• Compliance Posture: sealed-shipment coverage, retention, and whether this period's CTLS and B300 drafts exist.
• Custody Integrity and Operational Risk (items at or below reorder point, open conflicts, rooms under an IpM re-entry lock) from Pro+.

Every tier sees its score; the depth grows with your plan, and the full report (with trajectory against the previous report and a weekly AI recommendation) is on LP Pro and Enterprise. 🖨 Print / PDF prints the report, which is advisory, not a filing.

Scout, keep a pest and disease registry, record every treatment with its re-entry interval, and track beneficials. Tier: a standard module slot on any paid tier.

Logging a Scouting Finding

1. On the Scouting Log tab click + Log Finding. The Log a Finding form opens.
2. Choose the Room (from your facility's rooms) and enter the Pest / Disease. Both are required.
3. Set Severity (Low, Med, High), the Count / Leaf, and Notes / Action. Add a photo with + Photo; in compliance mode a finding needs a photo.
4. Click Log Finding. It appears under Recent Findings.
5. To close it, click Resolve on the row and enter both Action taken and Conclusion (evidence is required), then Resolve finding.

Recording a Treatment (Spray Record)

1. On the Treatment Plans tab, fill in Log a Treatment: Room, Product, Method, Dosage, REI (hours) and MOA Class. Room and product are required. Add a photo with + Photo.
2. Click Log Treatment. KiP records you as the applicator, shows when the room's re-entry interval ends, and warns if the MOA class needs rotating.
3. The treatment appears under Active & Upcoming Applications with its REI and status. A treatment logged in error can be Voided (audit-logged), which clears the room's REI lock.

While the REI runs the room is REI-locked. The lock shows across the platform: IpM's Alerts tab shows the room as “REI locked” with its end time, PurE Ai refuses sanitation completions in that room and warns the person about to enter, CalENdaR warns and flags a conflict if you schedule room-entry work there, and Compliance H+ counts REI-locked rooms.

Registry, Beneficials, Alerts and Dashboard

• Pest & Disease Registry: + Add Entry records a pest or disease, its type (Mite, Insect, Disease, Other), the action threshold, and biological and treatment options.
• Beneficials: + Add Beneficial records the beneficial (predator), target pest, release rate, room, supplier and last release date.
• Alerts: threshold breaches from the scouting log against the registry, and each room's risk.
• Dashboard: open issues, rooms scouted, treatments active, beneficials in play, and findings by severity and by pest. 🤖 Analyze latest and 🤖 Analyze history run AI analysis (metered; scouting itself is free).

Your facility's strain library, lineage, phenotype records, mothers and crosses in one place. Tier: a standard module slot on any paid tier.

Adding a Strain

1. On the Strain Library tab click + Add Strain.
2. Enter the Strain name and Type (Indica, Sativa, Hybrid, Ruderalis); both are required.
3. Optionally enter the Breeder, Parent A (mother) and Parent B (father) (these suggest strains already in your library), THC % and CBD % ranges, Flower time (days), Dominant terpenes and Notes.
4. Click Save strain. It joins Catalogued Strains; the Live column shows how many batches and plants of it are active across your modules.

Lineage and Phenotypes

• Lineage: pick a Strain to see its genealogy (where the cultivar came from) and what it has done in your facility.
• Phenotypes: + Log Pheno, choose the Strain, enter the Pheno #, characteristics, THC %, a yield note and grow notes, add a photo, and click Save pheno.

Mothers and Crosses

• Mother Registry: + Register Mother with its Strain, where it came From (Clone, Seed, Tissue culture), the date Established, its Room and your plant number. Active Mothers lists each one's age, health and clones taken; use Assess… to record Healthy, Monitor or Declining (with an optional note and photo). Mothers are shared with GarDen's genetic bank.
• Breeding Log: + Log Cross with a Cross name, Type, Mother (A) and Father (B); a cross needs both parents. Crosses are listed under Crosses Recorded.
• Suggestions: cultivars seen in your other records but not yet in your library, with the evidence. Add to library fills in the Add Strain form for you to check and save.

The Dashboard tab counts strains, phenos, mother plants and crosses, and charts the library by type, THC % by strain, dominant terpenes and clones taken by mother.

Schedules your sanitation work by zone, ties each task to an SOP and a product, and keeps a compliance log of who cleaned what, when, and whether it was verified. Tier: a standard module slot on any paid tier.

Setting Up Zones, SOPs and Products

1. Zones: on the Zones tab click + Add Zone, enter a Zone name, pick its Room (from your facility's rooms), set Clean every (days) and the Owning team, and click Add Zone.
2. SOPs: on the SOPs tab click + New SOP (or Import from document). Enter the SOP name, Category, Contact time (min) and the Steps — one per line, in order, then Save SOP. Revising an SOP creates a new revision; tasks show which revision they use.
3. Products: on the Products tab click + Add Product (or import) and record the product, active ingredient, dilution, contact time, PPE, target, lot number and expiry.

Scheduling and Completing Tasks

1. On the Cleaning Schedule tab click + Add Task. Enter the Task, Zone / Room, Frequency (Daily, Weekly, Bi-weekly, Monthly, Quarterly, or Per cycle), Owning Team, SOP, Assignee and First Due, then click Create Task.
2. The table shows each task's Last Done, Next Due and status (Overdue, Due, Clean).
3. When the work is done, click Complete. Record the Product Used, Dilution, Performed By, an optional ATP Result (RLU), Verified By (second party), notes and before/after photos, then click Record Completion. The completion records who did the work and when; leaving Verified By blank records an honest unverified entry.

Due dates: each task has one open due date at a time, and due tasks appear on the shared CalENdaR. A due date that has passed is closed as done, missed, superseded (the task was completed early and rescheduled) or duplicate.

Re-entry Warnings

If IpM has a room under a re-entry interval, the person about to enter sees it: the task row and zone card show a red ⚠ IpM re-entry interval active warning with the hours remaining and the product, and the Dashboard shows how many rooms not to enter. Completing a task in a room under a re-entry hold is refused.

Compliance Log and Dashboard

The Compliance Log tab lists every completion: date, zone, task, product, performed by, and Verified or Unverified. The Dashboard tab shows zone status, task status, verification over 30 days and product expiry.

Builds outbound shipments from your SafE lots, seals the packing document at release, and keeps the chain of custody through delivery. Tier: available from Pro+, as a standard module slot.

Creating a Shipment

1. On the Shipments tab click + New Shipment. The New Outbound Shipment form opens.
2. Enter the Carrier, Origin, Destination, Scheduled for date and notes.
3. Add Packing Lines with + Add Line: SKU, description, quantity and unit.
4. Click Create Shipment. A shipment starts before it moves: none can be created already In Transit.

Packing Lists

1. On the Packing Lists tab, pick the Shipment. You can Choose photo / PDF and 🤖 AI-parse into lines, or type lines in.
2. Give every product line its Lot from your SafE lots. Freight lines (pallets, boxes, totes and the like) are counted in a fixed list of units.
3. Add Operator notes (internal) and Notes for receiver, then Save Packing List. Use 👁 Preview or 🖨 Print to check it.

No line can release more than the lot's remaining balance.

Release & Sign-off

On the Release & Sign-off tab, every lot on the shipment must already be Released in SafE before the shipment can be signed. Click Sign release on the shipment's card; the card shows how many signatures it has and how many it needs. Two-person approval lives here: a facility can require two distinct signers (the same person cannot sign twice); the default is one. The Signature policy sets whether a drawn signature is optional or required. Signatures are append-only, stamped with the signer's name and time.

On release the packing document is sealed: hash-stamped and kept in ComplianCe's Documents. The destination and carrier are sealed with it; changing either afterwards is recorded as an amendment.

In Transit, Delivered and Receipts

• Open a shipment and click Advance to <next stage>. It cannot go In Transit or Delivered until the release is signed, and Delivered requires In Transit first. Add a + Sealed Photo before it leaves.
• Each shipment's Chain of Custody ledger records every step. A delivered shipment is a closed, read-only custody record.
• Something wrong? Log exception (damage, shortage, overage, wrong item, temperature, refused, other), then resolve it with the action taken and a conclusion.
• Transfers in from partner facilities are listed under Inbound Transfers; Accept receipt signs custody in, and a receipt counts once. Partner facilities are linked on the Partnerships tab with a single-use invite code.

The Audit Log tab is the read-only record of every logistics action; Schedule lists shipments current and past.

1. Open your facility.
2. Click the ⚙️ Config tab (appears at the top if you're admin).
3. A password prompt may appear if Compliance Mode is enabled. Enter your facility PIN.
4. You now see all facility settings.

Facility membership is checked on the server for every facility request, so collaborators only see data for facilities they are explicitly added to. Enterprise-tier users with multiple facilities get the same per-facility check between sites.

Facility admins control which modules each team member can access. Choose which modules to enable for each user:

• VisioN: Daily irrigation and plant metrics logging.
• HarVesT: Yield tracking and crop completion records.
• GarDen: Propagation batch management.
• RacK: Inventory and supply chain.
• KpU: Work orders and facility documents.
• EpU: Equipment registration and maintenance scheduling.
• SafE: Production lots, release workflows, and traceability.
• CalENdaR: Event scheduling and milestones.
• ExecutivE i i: Cross-facility dashboards and analytics.

Toggle each module on/off per user from the Config tab. Users only see modules they have permission to access.

Admins can hide sensitive fields from specific users while keeping other module data visible. This allows you to:

• Hide cost data and supplier information from operators.
• Restrict yield numbers and potency data to supervisors only.
• Conceal license numbers and compliance documents from general staff.
• Show only the fields each user needs for their role.

Hidden fields remain stored and visible to admins; they're simply invisible to non-privileged users in their daily workflows.

Four core roles define what actions each user can take:

Platform Creator Override: The user who first creates the facility account has universal override access, allowing them to restore any configuration and recover locked-out admins.

No self-signup to facilities. Every user must be invited by a facility admin. This ensures controlled growth and accountability:

• Admin clicks "Invite Team Member" in Config and enters user's email.
• Invitee receives an email link with a unique token.
• Pending invites are tracked on the Permissions screen.
• Invites expire after 14 days; admins can resend or revoke.
• Once accepted, team member gains access based on assigned role and module permissions.
• An invitation grants nothing until it is accepted, including for someone who already has a KiP account.

Open Account → Security activity to see the last 100 security events on your account, newest first: sign-ins, failed sign-ins, password changes, AI keys, and any change KiP staff made to your account. If something there was not you, change your password with Update password; a password reset ends every signed-in session.

Owners and admins can open Settings → Backups to see every nightly backup run and how long it took, the last successful backup, restore requests, and the restore-drill record. The database is exported nightly to a separate, private backup location (Google Cloud, US multi-region) and kept 30 days; point-in-time recovery covers the last 7 days, to the minute; a full test restore passed on 10 Oct 2026.

Admins can hide configuration options from their team, reducing confusion and preventing accidental changes. Hidden config options are:

• Invisible to non-admin users but still functional.
• Always visible to the platform creator and facility admins.
• Restorable at any time by admins (settings don't disappear, just hide).

Example: Hide the "Custom Fields" section from team members so they don't see advanced options they don't need.

Every config change is logged with full audit details:

• Timestamp: Exact moment of change.
• Who Changed It: Admin's email and name.
• Old Value & New Value: Before/after comparison for every setting.
• Configuration history: restore a facility's configuration from the last 30 days. (This is configuration history, not a data backup; data backups are described in the FAQ.)

Restore a config by clicking "Restore from History" in Config > Version History, selecting a date, and confirming the rollback.

An Activity Score and visibility tiers are on the roadmap and not live today, so nothing on your account depends on them. Access is set by roles and module permissions.

A: Not directly. Compliance mode enforces audit logs and signed releases from day one. To switch, you'd need to create a new facility in Compliance Mode. Contact support if you need help migrating data.

A: Only the facility owner (admin who created it) can reset the PIN. Click Config → Facility Security → "PIN Help?" and verify your identity via email. Provide a code sent to your registered email.

A: On submit, on every tier (Trial through Enterprise). Every module's records can be exported as CSV and JSON on every tier, and as PDF from Plus.

A: Pro and up. Snap a whiteboard, plant label, sensor display, or dashboard screenshot. Server-side Vertex AI (gemini-2.5-flash) reads the image and fills the active module's form. Per-card "Capture for THIS room/strain" extracts a single row; "Bulk import whiteboard" returns an editable review grid you can commit en masse. Quota is charged only on success — failed calls refund the tick. Trial and Plus see an upgrade CTA in place of the button.

A: Per-module lot/strain reports (CSV/PDF/JSON, filterable by lot, strain, room, date) are available on every tier including Trial. The cross-module facility-wide lot report — every module's records for a single lot stitched into one document for managers, execs, suppliers, vendors — unlocks at Pro+ and above (Executive Ii facility-wide reports).

A: Yes. Owners and super-users edit the facility config: which fields are required per module, rename labels (e.g. Room → Bay, Runoff EC → Leachate EC), and hide unused modules. Changes propagate facility-wide to every member's UI on next render.

A: A deleted record is archived and hidden, not erased on the spot. Archived records are kept — nothing archived is deleted automatically. Deleting key records (plants, harvests) is limited to owners and admins. The audit log has no delete path for users, so the deletion stays on record.

A: Yes. The database is exported nightly to a separate, private backup location (Google Cloud, US multi-region) and kept 30 days. Point-in-time recovery covers the last 7 days, to the minute. A full test restore passed on 10 Oct 2026. Owners and admins can see every backup run, restore requests and the restore-drill record under Settings → Backups. Your facility records are kept while your account exists, and you can also export them from each module (CSV and JSON on every tier, PDF from Plus) at any time. Separately, configuration history lets you restore a facility's configuration from the last 30 days; that is configuration history, not a data backup.

A: Yes, module by module. Use each module's export control to download its records as CSV, PDF, or JSON (up to 5,000 rows per export). There is no single all-modules export. Use these files to import into a spreadsheet or backup tool.

A: Nothing yet. An Activity Score is on the roadmap as a measure of logging activity (engagement, not accuracy or compliance). It is not live today — the ExecutivE i i score card shows "Not available yet".

A: Multiple owned facilities are available on the Enterprise tier. LP Pro and below own 1 facility but can be invited as a collaborator on others (collaborator membership doesn't count against the owned-facility limit). Pro+ and above can view cross-facility analytics in ExecutivE i i.

A: Email keenan@kipai.ca for support, billing or account questions, or use the #NOT_IPM bug report button for technical issues. Response within 24 hours.

A: No. KiP Ai CMS is designed for legal, regulated cultivation in jurisdictions where it's permitted. Use of the platform for illegal cultivation violates our Terms of Service and may be reported to authorities.