Guides & SOPs

How to use CropStack

Short, printable procedures for the things your team does most — each with a two-minute narrated video. Share this page with anyone; no sign-in needed.

Full walkthrough

See the whole platform in 8 minutes

One guided tour of CropStack AgChem+ — set up your inventory by snapping product labels, keep it live from the field over WhatsApp, and let the Planning page turn it into run-out forecasts, transfers, and an order list.

Narrated in English. Captions available on YouTube.

CS-SOP-001

Log inventory with a photo

Snap the product label, tell the Assistant how much you added or used, and it drafts the inventory entry for you — no forms, no typing product names.

Who: All roles
Where: Assistant page
Time: ~1 minute per product

Narrated in English. Captions available on YouTube.

Steps

Step 1
Open the Assistant
Sign in to CropStack. You land on the Assistant page automatically — it is also the first item in the sidebar.
Step 2
Switch to Photo mode
At the top of the entry card, choose Photo (next to Type it).
Step 3
Snap or upload the label
Tap Take or upload a photo and photograph the product label. A straight-on, well-lit shot of the front label works best. Use Change photo if you want to retake it.
Step 4
Say whether you're adding or using
Under Adding or using? pick Add to inventory for a delivery or purchase, or Log product used for an application.
Step 5
Enter the amount and the farm
In How much? (optional) type the amount with its unit — 8 pints, 2 qt, 5 gal. CropStack converts it to the product's stored unit automatically. Then choose the farm.
Step 6
Identify the product
Tap Identify product. The AI reads the label, matches it to your chemical library first, and suggests matches from the Verified Catalogue if it's not there yet.
Logging several products from one delivery? Tap Add another product to stage them and identify the whole batch at once.
Step 7
Review, then confirm
Check the drafted entry — product, farm, and amount — and tap Confirm. The entry is saved as a movement, so your stock totals and history update instantly.

Review before you confirm. Photos are interpreted by AI and can be misread. Always check the product, farm, and amount before confirming — you're responsible for what gets logged.

Made a mistake? Open Inventory and tap Edit inventory to correct any on-hand amount — corrections are recorded as “adjust” movements, so the history stays auditable.

Troubleshooting

If this happens	Do this
“Couldn't identify the product from that photo.”	Retake a clearer, closer photo of the label — or switch to Type it and type what happened in plain words.
The product is brand new and has no catalogue match	Tap Add new product manually; for custom products, “Auto-fill with AI” completes the details in the Chemical Library.
The amount's unit won't convert	The Assistant will ask how to record it — log in the standard unit, or switch the product's standard unit (this changes it permanently).
The farm isn't listed	Ask the account owner to add it — see the “Create a new farm” guide.

CS-SOP-002

Connect WhatsApp & set up alerts

Link your WhatsApp to the CropStack assistant so you can log inventory, check stock, and send label photos straight from the field — then choose the alerts you get back.

Who: All roles
Where: Messages page
Time: ~2 minutes

Narrated in English. Captions available on YouTube.

Steps

Step 1
Open Messages
In the sidebar, click Messages. The WhatsApp connection card is at the top.
Step 2
Agree and connect
Tick the consent checkbox (it explains what CropStack will message you about), then tap Yes — connect my WhatsApp. CropStack generates your link code. Reply STOP at any time to opt out.
Step 3
Send the code from your WhatsApp
Same device: tap Open WhatsApp on this device & send the code — the message is pre-filled; just hit send.
Phone or another device: scan the QR code with your phone's camera — WhatsApp opens with the message ready — or send the code manually to the number shown. The code expires in 15 minutes.
Step 4
Wait for the confirmation
The page updates to Connected: your number, and WhatsApp replies that your number is linked. Try it: text “Used 5 gallons of glyphosate at North Field” — or send a photo of a product label.
Step 5
Turn on real-time inventory alerts
On the same card, switch on Message me when inventory is added or used. You'll get a WhatsApp message with who, what, how much, where, and the product photo — the moment it's logged.
Step 6
Turn on the weekly email digest
In the Weekly email digest card, switch on Send me the weekly inventory review — a Monday-morning review of last week's inventory changes and alerts to watch out for. Set the Idle-stock threshold (days) to flag products sitting unused (7–365 days).
Step 7
Managers: connect your team
The Team connections section shows who's linked and who gets alerts. For any member you manage, tap Get WhatsApp link code and share it — they must send the pre-filled message from their own phone (sending it is their opt-in). Toggle Inventory alerts per member.

What can I text it? Log usage (“Used 5 gal of glyphosate at North Field”), add stock (“Got 2 gallons of malathion”), check stock (“How much captan do we have?”), send a label photo, or just ask a question about your inventory or the app. It understands plain — even mixed — English and Spanish.

Troubleshooting

If this happens	Do this
“That link code has expired.”	Codes last 15 minutes. Go back to Messages and generate a fresh one.
“This number isn't linked to a CropStack account yet.”	You texted before linking. Get a code from Messages → WhatsApp connection and send it first.
You replied STOP and want back in	Reconnect anytime: Messages → tick consent → Yes — connect my WhatsApp.
A field worker has no email or app login	Create a WhatsApp-only employee — see the “Add team members” guide.

CS-SOP-003

Add team members — regular & WhatsApp-only

Two ways to bring people onto your account: an email invite for anyone who'll use the app, or a WhatsApp-only employee for crew members who just need to log inventory by chat — no email, no password, ever.

Who: Owners · Managers · Consultants
Where: Team page
Time: ~2 minutes per member

Narrated in English. Captions available on YouTube.

Steps

Part A · Step 1
Open Team and start the invite
In the sidebar, click Team, then Invite member.
Part A · Step 2
Fill in their details
Enter Full name, Email, and Role, and check the farms they may access under Farm access — they'll only see inventory, spray programs, and forecasts for the farms you check here.
Manager and Consultant are the same tier: every feature panel plus Team. Employee starts with the Assistant and Inventory panels, built for fast field logging.
Part A · Step 3
Send it
Tap Send invite. They get an email link to set their password and sign in — no password to share. If they already have a CropStack account, your company is simply added to it.
Part A · Step 4
Fine-tune what they see (optional)
From the member's card use Permissions to turn feature panels on or off (e.g. give an employee Spray Programs), Change role, or Farms to adjust farm access anytime. Everyone always has Messages.
Part B · Step 1
Create the WhatsApp-only employee
On Team, tap Add WhatsApp-only employee. Enter their name, pick their WhatsApp language (English or Spanish), and tap Add employee.
Part B · Step 2
Share their link code
Send them the link code shown (or get one anytime from Messages → Team connections → Get WhatsApp link code). Use Copy instructions to share a ready-made message, or have them scan the QR code.
Part B · Step 3
They opt in from their own phone
The worker sends the pre-filled WhatsApp message from their own phone — sending it is their opt-in. The code expires in 15 minutes. Once linked, they can log usage, add stock, check stock, and send label photos by chat.

Everything stays auditable. WhatsApp entries are recorded as movements under that employee's name, and you can turn on real-time alerts so you see each log as it happens.

Removing someone (Remove on their card) immediately cuts their access — WhatsApp logging included. Their activity history stays on the ledger.

Who can do what

Role	Access
Owner	Everything, including Settings; invites and manages managers, consultants, and employees.
Manager / Consultant	Same tier: all feature panels plus Team; can invite and manage employees — but not each other.
Employee	Starts with Assistant + Inventory; more panels can be granted per member from Team.
WhatsApp-only employee	No app access — logs and checks inventory over WhatsApp only.

CS-SOP-004

Create a new farm

Every farm in CropStack keeps its own inventory, spray programs, and forecasts. Add a farm before logging any stock against it.

Who: Account owner
Where: My Farms page
Time: ~1 minute

Narrated in English. Captions available on YouTube.

Steps

Step 1
Open My Farms
In the sidebar, click My Farms. You'll see every farm in the account with its acreage and crop type.
Step 2
Add the farm
Tap Add farm and fill in Farm name (required), Total acres, Crop type (e.g. almond, grape), and Region (optional) (e.g. Central Valley, CA).
Step 3
Save
Tap Save farm. The farm appears immediately with its own (empty) inventory.
Step 4
Give your team access
New farms aren't visible to everyone automatically. On the Team page, open Farms for each member who needs it and check the new farm — they'll then see its inventory, spray programs, and forecasts.
Step 5
Start logging against it
Use the Assistant (photo or text) or Add stock on the Inventory page to record the farm's first deliveries. If stock is moving from another farm, Planning's Recommended Transfers can track farm-to-farm moves.

Why acreage matters: the Total acres you enter autofills new spray programs for this farm (you can still adjust it per spray), which drives the run-out forecast on the Planning page.

Shortcut: if you're mid-entry on the Assistant and the farm doesn't exist yet, tap Create new farm right there — name, crop type, and region — then keep logging without leaving the page.

Deleting a farm is permanent. Delete farm removes all of its inventory, movement history, and spray programs, and requires typing the farm's name to confirm. Owner only. When in doubt, don't.

Troubleshooting

If this happens	Do this
“Only the account owner can add farms.”	Farm creation is owner-only. Ask the account owner to add it.
A team member can't see the new farm	Their farm access hasn't been granted — Team → Farms → check the farm → Save farms.
“Acreage must be a positive number.”	Enter acres as a plain number (e.g. 120), without units or commas.

Last updated July 23, 2026