User Guide

1. Welcome: Confirms your email and shows your subscription tier (Seed by default).
2. Choose your mode: Select Compliance (regulated tracking, audit logs, dual sign-offs) 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 13 modules (10 live · 3 coming soon) and their purposes.
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: 9-stage production lots, release workflows, dual sign-off events.
• calendar_events: Scheduled tasks; cancellations send team-notification email.
• audit_log: Universal write hook — every mutation across every module.

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. Data syncs to your Google Sheet within 30 seconds.

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 (e.g., "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 %: calculated from the structured inputs. 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.

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 (if Canopy tier).
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.

Create production lots, log events, manage releases with dual sign-offs, and export audit trails. Central to regulatory compliance.

Creating Lots

1. Click + New Lot in SafE.
2. Enter Lot Number: e.g., "LOT-2026-001". Must be unique.
3. Enter Strain / Product.
4. Select Source Batch (from HarVesT or GarDen).
5. Enter Quantity (g or units) and Start Date.
6. Click Create Lot. Lot is now "Active" and ready for production events.

Logging Production Events

Track every step: drying, curing, testing, packaging, QA.

1. Click into an active lot.
2. Click + Log Event.
3. Select Event Type: Drying, Curing, Testing, Quality Assurance, Packaging, Destruction, Other.
4. Enter Description and Quantity Affected (if loss/waste occurs).
5. Attach Evidence: Photos, test results, QA notes.
6. Click Log Event. Timestamped and attributed to your user.

Release Workflow with two-party authorized approvers Sign-Off

Compliance Mode only: Before a lot leaves the facility, two authorized personnel must approve.

1. Click Release on a completed lot.
2. Enter Destination: Retailer, distributor, or customer name.
3. Confirm Final Quantity being released (after losses).
4. Requestor (Tech/Admin) Signs: Clicks "Request Release".
5. QA Lead Reviews & Signs: Verifies lot integrity, test results, signs with their credentials.
6. Operations Manager Reviews & Signs: Final approval, confirms destination, signs.
7. Release is locked. Lot moves to "Released" status. Email notification sent to all signers and admins.

Email format: Order Complete_LOT-2026-001 - Destination - 2026-04-16 - TechName (searchable for audits).

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.

Google Calendar Export and ICS Download

To sync with your personal calendar:

1. Click Settings (⚙️ icon) in CalENdaR.
2. Toggle Sync to Google Calendar. KiP events now appear in your Google Calendar (read-only).
3. Or click Download ICS to export all events as a file you can import to Outlook, Apple Calendar, etc.

Birds-eye view of all your facilities. Aggregate metrics, compliance status, and AI-powered insights.

Activity Score Overview

Each day, your Activity Score reflects engagement across all modules:

• +10 pts: Each VisioN log submitted.
• +15 pts: Each HarVesT record.
• +8 pts: RacK update, KpU task completed.
• +5 pts: CalENdaR event created, SafE event logged.

Score benefits: Unlocks discounts, higher AI tier access, and determines your tier upgrade eligibility. Track your score in the ExecutivE i i dashboard.

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 (Canopy+ tier, shows team members).
• Upcoming Milestones: Harvests due, maintenance schedules, document expiries.

AI-Powered Cross-Module Analysis

R3DE Premium: Correlates VisioN data (growth metrics) with HarVesT outcomes (yield/potency) to identify patterns:

• "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. Fire-and-forget design: an audit-write failure NEVER blocks the underlying CRUD.

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.

Each facility's data is completely isolated. Collaborators only see data for facilities they are explicitly added to. Enterprise-tier users with multiple facilities maintain strict data boundaries and regulatory separation 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.

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.
• 15-Day Rolling Backups: Creator can restore any previous config state within the last 15 days.

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

Activity Score tracks engagement and logging cadence across your facility. It measures:

• Logging Frequency: VisioN logs, HarVesT records, GarDen notes, SafE events all contribute points daily.
• Photo Quality: High-resolution, well-lit photos from the VisioN module earn bonus points.
• Sign-Off Completion: Timely approvals and dual sign-offs boost score.

Score Benefits: Higher Activity Scores (80+/day) unlock:

• Tier discounts and upgrade eligibility perks.
• Early access to new AI features (R3DE premium, advanced analytics).
• A trust metric for cross-facility reputation.

Important: Activity Score is a trust metric — it never bypasses data permissions. A high score doesn't grant access to hidden fields or restricted modules.

A: Not directly. Compliance mode enforces audit logs and dual sign-offs 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: Real-time on every tier (Trial through Enterprise). All writes hit Firestore on submit and are exportable as CSV/PDF/JSON from any module via the report builder.

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: Compliance Mode: No. Logs are immutable for audit integrity. Home Mode: Yes, click the entry and click Delete. Deletion is logged.

A: Yes. Your Google Sheet is the master backup (stored in your Google Drive). KiP also maintains encrypted backups of the main database. In the unlikely event of data loss, we can restore from the last 24-hour backup.

A: Yes. Go to Account → Data Export. You'll get a CSV containing all logs across all modules. Use this to import into a spreadsheet or backup tool.

A: Tracks your engagement. High scores (80+/day) unlock discounts on premium tiers, early access to new AI features, and help determine eligibility for tiered partnerships. It's also a quick metric of facility health—consistent logging = good compliance.

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 support@kipai.ca or use the #NOT_IPM bug report button for technical issues. For billing/account, email hello@kipai.ca. 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.