Overview
Workspaces are a way for accountants, banks or consultants to provide secure, auditable access to people in their team who may be working on your farm database and accounts.
Benefits of Workspaces
Access control: Your accountants, banks or consultants workspace administrator has the control to add and remove access to members within their organisation. Helping to make data and access more secure.
Improved security and privacy: With workspaces you know exactly who is working on individual farm. Members of a workspace use individual logins rather than generic organisational logins.
Streamlines user permissions: Saves time by eliminating the need for farmers to individually grant control for accountants, banks or consultants to access your farm.
Built for Professionals: Workspaces empower rural professionals to better support and serve their Farm Focus customers with secure and trusted user management.
Confidence in reporting: Accountants can lock subscription ensuring your financial information remains unchanged during and after the annual financials are finalised.
How it works:
Create a Workspace: The rural professional organisation creates a workspace in Farm Focus.
Get Permission: The subscription owner (usually the farm owner) allows their farm to join the workspace.
Note: The subscription owner is the person who pays for the Farm Focus subscription.
Manage Access: The rural professional organisation, specifically the workspace administrator, controls access to the farms in the workspace.
Workspaces and the subscription owner
Workspaces save you time by managing user access for you. Instead of adding or removing users from your farm, the Workspace administrator handles it, ensuring only the right professionals have access.
As the subscription admin, you need to agree to add your farm to a Workspace. Only you have this authority. By doing so, you allow the Workspace administrator to manage who from their team can access your farm.
You still have the power to:
Remove your farm from a Workspace at any time, which will revoke access for all Workspace members.
View who has access to your farm through the Workspace.
You can no longer directly remove users who access your farm via the Workspace. To remove someone, either contact the Workspace administrator or remove your farm from the Workspace, which will revoke access for all Workspace members.
You still can add or remove other users to your farm outside of the workspace.
Join a workspace
There are several ways a farm can join a workspace. The preferred option is for the workspace admin (Accountant, Bank, Farm consultant) to initiate the process.
Watch this video or read this resource to learn how to join a workspace from the subscription admin (usually farm owner) perspective.
The subscription admin (farm owner) will receive an email from the workspace admin requesting their farm join their workspace (see below). They can either action this immediately by clicking on the link 'choose the farms' or wait until they next log into Farm Focus.
Tips
If you cannot see the link 'choose your farms' as the subscription admin (see email below) then the email address used by the workspace administrator to request access is incorrect. It is not the email address in Farm Focus for the subscription admin.
To find the subscription admin's email address; go to Profile > Personal details. You may need to give this to the workspace administrator so they can resend the access request.
If you don't access the link straight away, as subscription admin, the next time you log into Farm Focus a banner will appear (see below).
Select 'Choose your farms' from the workspace banner.
A modal will appear:
Select the farm(s) that you want to give the workspace access to.
Then select Apply.
Other points of interest:
You have the option to delete (not accept) the request.
A greyed-out farm is already part of the workspace.
You need to read and accept the disclaimer.
An alternative option to join a workspace
The subscription admin (farm owner) can initiate the process by sending a request to be added to a workspace. This is not the preferred option.
Subscription admin logs into their Farm Focus. Go to Settings > Users & Workspaces.
Click into the Workspaces tab and select Add workspace
Select the workspace type from Accountancy, Bank or Consultancy.
Select the appropriate workspace from the drop-down list. If your accountant, banker or consultant is not on this list then they either
have not created a workspace yet,
there is already a request pending or
your farm is already in the workspace.
The farm owner must read and accept the disclaimer before selecting send request.
Select Send request.
View which workspaces can access your Farm Focus subscription
Once the farm has joined the workspace, the subscription admin (farm owner) can view which workspaces have access to their farm under the Workspace tab.
Under Settings > Users & Workspaces > Users tab
A list of all users is displayed including workspace users.
Workspace users are greyed out and cannot be edited. Users that do not belong to a workspace can still be edited by the farm owner.
If you see the name of a person you do not want accessing your farm you will need to contact the workspace administrator and ask for that person to be removed from your farm. You still have ultimate control as you can completely remove a workspace if you desire. The access of all workspace members to your farm will be removed.
Remove a workspace from your Farm Focus subscription
Subscription admin (farm owner) logs in to their Farm Focus
Under Settings > Users & Workspaces > Workspaces tab: all workspaces that the farm belongs to will be displayed.
Select the workspace you wish to remove (for example, the accountant may have changed) by clicking the rubbish bin icon.
5. Confirm the removal of the workspace.
