Users & Roles

Arlo allows you to invite multiple users to your farm, each with different access levels based on their role. Proper role configuration ensures each person has access to what they need without compromising sensitive data security.

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1. Available Roles

Arlo defines five roles with different access levels:

Owner

The role with full access to all features and settings.

• Full access to all modules
• Can invite and remove users
• Can modify farm settings
• Can permanently delete data
• Access to complete financial reports

Ideal for: Farm owners, general managers

Admin

Full operational access without ability to delete critical data.

• Access to all operational modules
• Can create and edit records
• Can invite users (except Owners)
• Access to operational and financial reports
• Cannot delete farm or historical data

Ideal for: Operations managers, farm administrators

Employee

Access for daily office work and data capture.

• Can create records in assigned modules
• Can view operational reports
• Cannot modify settings
• Cannot see detailed financial information

Ideal for: Administrative staff, assistants

Monitor

Limited access for mobile field work.

• Only access to Sanitation route launcher
• Can complete assigned inspections
• No access to reports or settings
• Optimized for mobile device use

Ideal for: Field inspectors, sanitation monitors

Sales Operator

Specific access for the Statements module.

• Full access to Statements module
• Can create and manage clients
• Can generate and send statements
• No access to other modules

Ideal for: Sales staff, dispatch

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2. Permission Matrix by Module

Module	Owner	Admin	Employee	Monitor	Sales
Sanitation	Full	Full	Read/Write	Routes only	-
Field Tasks	Full	Full	Read/Write	-	-
Supplies	Full	Full	Read/Write	-	-
Harvest	Full	Full	Read/Write	-	-
Statements	Full	Full	-	-	Full
Settings	Full	Partial	-	-	-
Users	Full	Partial	-	-	-
Financial Reports	Full	Full	-	-	-

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3. Invite Users

To add a new team member:

1. Go to Farm → Users
2. Click Invite User
3. Enter the user’s email address
4. Select the appropriate role
5. Click Send Invitation

The system will automatically send an invitation email to the user.

Acceptance Process

The acceptance flow varies depending on whether the user already has an Arlo account:

Existing user (already has an Arlo account):

1. Receives email with invitation link
2. Clicking the link shows a confirmation page with organization and role details
3. Accepts the invitation with one click
4. Is automatically signed in and redirected to the farm

New user (doesn’t have an account):

1. Receives email with invitation link
2. Is redirected to set up their password
3. Sees a personalized message: “Create your account for [Organization Name]”
4. Upon setting their password, their account is automatically verified
5. Is signed in and redirected to the farm

Automatic sign-in

In both cases, the user is automatically signed in after accepting the invitation. No manual credential entry is required.

Manage Pending Invitations

Pending invitations appear at the top of the Users page. From there you can:

• View status: Invitations show whether they are pending or expired
• Resend: Sends a new email with an updated link (the previous link stops working)
• Cancel: Permanently invalidates the invitation

Expiration

Invitations expire after 7 days. Expired invitations are shown with an “Expired” label and can be resent.

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4. Manage Existing Users

Change Role

If a user’s responsibilities change, you can update their role:

1. Go to Farm → Users
2. Find the user in the list
3. Click the actions menu (⋮)
4. Select Change Role
5. Choose the new role

Remove Access

To remove a user from the farm:

1. Go to Farm → Users
2. Find the user
3. Click Remove from Farm

Important

Removing a user doesn’t delete the records they created. All historical activity is maintained for auditing.

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5. Best Practices

Principle of least privilege

Assign the role with minimum permissions needed for each task. It’s easier to add permissions than to deal with errors from excessive access.

Individual users

Each person should have their own account. Sharing credentials makes auditing difficult and compromises security.

Periodic review

Review active users at least quarterly. Remove access for people who no longer work with the farm.

Typical structure

Role	Typical count
Owner	1-2 (owners or general management)
Admin	2-4 (area managers)
Employee	Variable (office staff)
Monitor	Variable (field inspectors)
Sales	1-3 (dispatch staff)

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6. Frequently Asked Questions

Can a user have access to multiple farms? Yes. A user can be invited to several farms with different roles in each.

What if someone loses access to their email? An Owner can delete the user and create a new invitation with a different email.

Can I create custom roles? Not currently. The five defined roles cover most needs. If you have a special case, contact support.

What if the invitation expired? Invitations expire after 7 days. Go to Farm → Users, find the expired invitation in the pending invitations section, and click Resend. This generates a new link and sends an updated email.

Can I cancel an invitation sent by mistake? Yes. From the pending invitations section in Farm → Users, click Cancel next to the invitation. The link will stop working immediately.

What if the user is already a member of the organization? The system detects this automatically. If someone tries to accept an invitation to an organization they’re already a member of, they’ll see a message indicating they already have access.

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Next Steps

With your team configured, it’s time to start using the platform:

Your First Week →