Organisation settings control who can access your Phase workspace.

More → Organisation, or the Organisation settings button at the top of More. The page has five sections: Team, Company, Billing, Data & backups and Your account. On a computer they are a list down the left, with the open one filled dark; on a phone they are a row of tabs across the top that scrolls sideways. You see the sections your role allows: Team if you manage the team, Billing if you manage billing (on the website), and Data & backups if you can edit the farm.

Team is one list: everyone who can open the farm first, then the invite codes still waiting to be used. Everyone, People and Invite codes narrow it.

To make someone a co-owner, the farm's owner opens More → Organisation → Team → ••• on the person → Change role or details, chooses Co-owner and saves. Phase asks to confirm ("Make Tom a co-owner?"). Co-owner is only offered to the farm's owner, and only for someone who has already joined: invites and invite codes join people as admin, staff or advisor.

Picking a different role changes what they can do, not just the badge. The list opens, and a line above it says what moved, for example "Record completed work is off. Advisors can't hold it. View only now: farm and paddocks." Areas you had turned off stay off. Financial records, People and safety records and Manage the team stay on only if they already were. Someone moved off Admin or Co-owner gets the usual set for their new role, with those three off. Choosing Admin or Co-owner hides the list, because they can use everything.

Before 7 October 2026, changing a role changed only the badge, so a staff member made an advisor could still record work. To bring someone like that into line, change them to another role and choose Save changes, then change them back, check What they can see and save again. Saving without changing the role leaves their access as it is.

A staff member (employee) can always do the everyday work on the farm: record livestock, edit paddocks and field records, soil tests and machinery, including asking Phase Agent about a machine. Nobody has to tick anything for that.

The areas under What they can see only hide parts of the farm. Switch an area off and that person doesn't see it. Leave it on and they can see it and work in it; staff are never view-only in an area they have. So:

The line above the list says what is hidden, for example "The usual for staff. Nothing hidden."

On 15 October 2026 every existing staff member was brought up to this full set. Before then a staff member could end up able to see the farm but not save anything, such as every livestock save being refused. If someone was made an owner or admin only to get them working, you can set them back to staff now.

Marking an activity or a job done needs Record completed work. So do these, since 15 October 2026:

Someone who can plan but not record work can still review, match and ignore John Deere jobs. Confirm stays off for them and says why: confirming records the job as completed work, so ask the farm owner. Advisors can't hold Record completed work, so an advisor on the usual access can't confirm John Deere jobs; nor can a staff member whose Record completed work has been switched off. To let a staff member confirm, open Change role or details, turn Record completed work on and save.

Two other John Deere actions have their own rule. Saying once what a John Deere product name means for every waiting job (Match N product names) needs permission to edit crop plans; anyone else sees the list but can't save it, and can still pick the product on each job. Undo confirm needs permission to edit the farm.

Only the person who wrote a recommendation, or the farm's owners and admins, can change its details and products or delete it. Edit and Delete only show for people who can use them. Everyone else who works with recommendations can still approve, ignore, reject or restore it and add it to the plan, and marking the planned pass done still completes it. On a farm with two advisers, one adviser can't rewrite or remove the other's recommendations.

They enter the code when they sign up to Phase. Someone already on Phase taps Switch (or Join another) at the top of More and uses Join organisation with access code at the foot of the list. They appear in your team list as soon as they join.

Invite codes join people as Staff or Advisor. To make someone an admin, invite them, then choose Change role or details on their row and pick Admin.

Users join with their own login. They should not share passwords.

Your subscription covers your agronomist and other advisors: their Phase account is free, and there is no per-user fee. To add one:

Advisors see only what you share, and advisor-specific navigation appears for them.

If your agronomist runs your farm for you with Phase Advisor instead, you do not need a Phase subscription. They can give you a free view-only login to your farm, paddocks, crop plans, recommendations, notes, soil results, and the farm's weather and rainfall. A view-only login cannot change anything. To run the farm yourself, choose Use Phase yourself on the farm and pick Phase Pro or Ultra; see Billing, Subscription And Trial.

Every active employee can create and edit crop plans and plan activities by default (Crop plans and recommendations). They can copy individual activities, copy a whole selected-season plan, save a paddock's whole season as a template, and apply (or “paste”) that template to another paddock.

Marking work done and confirming John Deere jobs come with Record completed work, not with crop-plan access. Stock comes with Inventory. Both are on for staff unless you switch them off.

An invite code lasts a year from when it is made or replaced, so one code on the shed wall covers the whole season. Each code lets up to 10 people join. Codes are shown in groups of four, like PHK7 M2QX 9RTA, so they are easy to read out; people can type them with or without the spaces.

Each waiting code shows who it is for, how many of its 10 places are used, when it stops working, and who joined with it ("Joined: Tom Kerr and Lachie Byrne"). Tap the code or Copy to copy it. The ••• on a code has Email this code, Replace with a new code and Revoke code; replacing and revoking ask first. Revoking stops a code at once; people who already joined keep their access. Replacing a code resets its places to 0 of 10 but keeps the names of people who joined with it.

The code itself is only shown for a week after it is made. After that its row says so and offers Get a new code. Codes that no longer work (revoked, expired or full) fold away under "Show 2 codes that no longer work", where the ••• on each has Remove from list.

Phase records which code someone joined with from 28 September 2026. People who joined before then aren't named under a code, and an older code with no name shows as "Unnamed staff code" or "Unnamed advisor code".

To join someone else's farm with their code, open More → Organisation → Your account → Join another farm, enter the code and choose Join farm. The farm is added to your farm switcher; your own farm is not affected.

Financial records is off for staff and advisors unless you turn it on. The switch says what it hides:

Crop plans still show their costs, $/ha, grain price and gross margin to anyone who can see crop plans. This is wording only: nothing about who sees what changed when the switch was reworded on 15 October 2026.

More → Export everything downloads a complete copy of the workspace as one ZIP from Phase's servers: every record as JSON and as a CSV spreadsheet, paddock boundaries, zones, markers, soil sites and other located records as GeoJSON, saved Map Creator maps, the crop plan change history, planning decisions, paddock issues, intended crops, plant-back rules, confirmed incoming stock, your lists and their lines, recorded hours, and every document, photo, voice recording and imported layer in the format it was uploaded in. A README explains how the tables relate and a manifest lists every table, column and file; if anything could not be read, an INCOMPLETE.txt at the top says what. Choose Records and files, or Records only (faster) to leave out the documents, photos and other files. Owners and managers can run it, and it keeps working after a trial or subscription ends. It is also the first row of Organisation → Data & backups.

Quick backup in Organisation → Data & backups downloads the main tables loaded on this device as JSON; it is not a complete copy. Spreadsheet downloads one workbook with a tab per table, for your accountant or agronomist. Restore a backup accepts the Quick backup JSON file only, not the Export everything ZIP. It asks before writing, replaces rows with the same id and leaves rows that are not in the file.

Deleting is folded away under Organisation → Data & backups → Delete data → Show. Delete work records → Choose what to delete… opens its own window: pick the property and season, then what goes (Crop plans and planned activities, Completed work records, Undo linked inventory deductions, Clear JD reconcile/import queue), and confirm by typing DELETE. It deletes in batches, shows what it is doing, and says how many rows it removed; if a run is interrupted, running the same cleanup again finishes what is left. Clear all farm data is beside it.

When Phase publishes a material change to the Terms of Service or Privacy Policy, owners of active workspaces get one email setting out what changed and the date it takes effect (at least 60 days away), and a band appears at the top of every page. Review and accept lists the changes, links to the full documents and records the acceptance against the new version; Not now hides the band for a week. Nothing is blocked, and using Phase is not treated as acceptance. The Terms have a section on your farm-data rights: who can access data, export, corrections, notice before any deletion, sale or shutdown, and express acceptance of any change to those commitments.

Each user should have their own account. Do not share one password across staff, contractors or advisors.

Check: