Rooms

Rooms are the physical locations where harvesting occurs. Each room belongs to a site and has specific characteristics like size and target weight that help track planting and harvest operations.

Overview

Purpose: Define the physical harvesting locations and their specifications for planning and tracking crop operations.

A Room record contains:

• Site - Which site this room belongs to
• Name - Room name or identifier
• Description - Optional description
• Size - Room area in square meters
• Target Weight - Expected harvest weight in kilograms (KG)
• Fill Rate - Fill rate percentage
• Crops Per Year - Expected number of crop cycles per year
• Start Date - When the room became active
• End Date - When the room was deactivated (if applicable)

After creating a room, you can:

1. Create Plantings - start crop cultivation in this room
2. View all plantings for this room
3. Use this room in harvest day room assignments

Viewing Rooms

1. Click Rooms in the sidebar menu (under Data Management)
2. You’ll see a table with all rooms

Table Columns

Column	Description
Site	The site this room belongs to
Name	Room name
Description	Room description
Size	Room area in square meters
Target Weight	Expected harvest weight in KG
Fill Rate	Fill rate percentage
Crops Per Year	Expected crop cycles per year
Start Date	When the room became active
End Date	When the room was deactivated

Sorting and Filtering

• Click any column header to sort by that column
• Use the Site filter to show only rooms from specific sites
• Use the Deleted records filter to show archived rooms
• Click the columns toggle button to show or hide columns

Creating a Room

Who can do this: Super Admin, Data Manager

1. Click Rooms in the sidebar
2. Click the New room button (top right)
3. Fill in the form:
   • Site (required): Select the site this room belongs to
   • Name (required): Enter a room name (e.g., “Room 1”, “A-12”)
   • Description (optional): Add any relevant details
   • Size (Sq Meters) (required): Enter the room area in square meters
   • Target weight (KG) (required): Enter the expected harvest weight in kilograms
   • Fill rate (%) (optional): Enter the fill rate percentage
   • Crops per year (optional): Enter expected number of crop cycles per year
   • Start Date (optional): When the room became active
   • End Date (optional): When the room was deactivated
4. Click Create

Understanding Room Specifications

Size (Square Meters): The physical area of the room. This is used when creating plantings to automatically populate the area field.

Target Weight (KG): The expected total harvest weight for this room. This helps with planning and tracking performance.

Fill Rate (%): The percentage of the room that is typically filled with growing medium.

Crops Per Year: How many complete crop cycles (from planting to final harvest) are expected per year in this room.

Viewing a Single Room

1. From the Rooms list, click the eye icon (View) on any row
2. You’ll see all room details including site information

Editing a Room

Who can do this: Super Admin, Data Manager

1. From the Rooms list, click the pencil icon (Edit) on any row
2. Modify the fields as needed
3. Click Save

Changing the Site

If you change the site for a room, the room will now belong to the new site. Be careful when making this change if the room already has plantings or transactions.

Updating Target Weight

When you update the target weight, this value will be used as the default compost tonnage when creating new plantings for this room.

Deleting a Room

Who can do this: Super Admin, Data Manager

Single Delete

1. From the Rooms list, click the Edit button
2. Click the Delete button
3. Confirm the deletion when prompted

Bulk Delete

1. Check the boxes next to multiple rooms
2. Click the Actions dropdown
3. Select Delete selected
4. Confirm the deletion

Warning

Deleting a room will:

• Archive the room (it will be hidden from normal views)
• The room’s relationship to plantings and transactions will be preserved
• You can restore deleted rooms using the “Deleted records” filter

Filtering by Site

To see only rooms from a specific site:

1. Click Rooms in the sidebar
2. Use the Site filter dropdown
3. Select the site you want to view
4. The table will show only rooms from that site

Understanding Metrics

Size vs Target Weight

• Size is the physical space (square meters)
• Target Weight is the expected harvest output (kilograms)
• These values help plan plantings and track performance

How Room Data is Used

When you create a planting for a room:

• The room’s Size automatically fills in the planting’s Area field
• The room’s Target Weight automatically fills in the planting’s Compost Tonnage field
• You can adjust these values in the planting if needed

Common Workflows

Setting Up a New Room

1. Make sure the site exists (create it if needed)
2. Create a new Room record
3. Enter the site, name, size, and target weight
4. The room is now ready for plantings

Updating Room Specifications

1. Open the room record
2. Click Edit
3. Update size, target weight, or other specifications
4. Click Save

Note: Changes to size and target weight won’t automatically update existing plantings. They will only affect new plantings created after the change.

Deactivating a Room

1. Open the room record
2. Click Edit
3. Set an End Date to mark when the room was deactivated
4. Click Save

The room will remain in the system for historical records but won’t appear in active listings.

Troubleshooting

Cannot Create Room

Only Super Admins and Data Managers can create rooms. Contact your administrator if you need this access.

Site Not Appearing in Dropdown

• The site must exist in the system first
• Make sure the site is active
• Create the site in the Sites section if needed

Room Size or Target Weight Not Auto-Filling in Planting

• Check that the room has a size and target weight set
• These values are only used when creating new plantings
• You can manually enter values in the planting form if needed

Cannot See Rooms

• Check that you’re not filtering by a site that has no rooms
• Use the “Deleted records” filter to see archived rooms
• Make sure you have permission to view rooms

Room Appears in Wrong Site

• Open the room record and click Edit
• Change the Site dropdown to the correct site
• Click Save