Help and manual
Step by step guides for every screen. Search by keyword or scroll to find what you need.
Register a farmer
Add a new farmer to your hub so they can have plots, harvests and deliveries. When to use this: - A farmer joins the programme for the first time. - You meet a farmer in the field who is not yet in the app. Steps: 1. Open Farmers from the menu. 2. Tap New farmer. 3. Fill in Full name exactly as the farmer says it. 4. Fill in Phone (E.164): start with + and the country code, for example +256700000000. 5. Choose the Language the farmer prefers. 6. Check the Hub field shows the right hub (it is filled for you). 7. Tap Register farmer. Edge cases: - No phone of their own: use a number where the farmer can be reached, such as a close relative. - Two farmers with the same name: register both, the app keeps them separate. Troubleshoot: - "Enter the farmer's name": the Full name field is empty, type the name. - "Enter a valid phone in E.164 format (e.g. +256700000000)": remove spaces and start with + and the country code.
Correct a farmer's details
A farmer's name, phone and language cannot be changed in the app yet, so they must be entered correctly at registration. When to use this: - You notice a wrong name or phone after saving. - Before you register, to avoid a mistake. Steps: 1. Get it right the first time: read the name back and confirm the phone before you tap Register farmer. 2. If a farmer is already saved wrong, report it to your hub admin; there is no edit screen in the app yet. 3. Do not register the same farmer again to fix a typo, that creates a duplicate. Edge cases: - Phone changed: report the new number to your hub admin. Troubleshoot: - You cannot find an edit button: that is expected, there is no farmer edit screen yet, corrections go through the admin.
Find a farmer
Locate a farmer in the Farmers list. Steps: 1. Open Farmers from the menu. 2. The list shows the farmers in your hub (Kayunga). 3. Scroll to the name, or use your browser search on the page. 4. Tap the farmer to open them. Troubleshoot: - The farmer is not in the list: they may belong to another hub, or are not registered yet.
Why the name and phone must be exact
The farmer's name and phone are printed on every receipt and are part of the EUDR proof, so they must be correct. When to use this: - Before you save a new farmer. - When you are tempted to guess a spelling. Steps: 1. Read the name back to the farmer before saving. 2. Confirm the phone number by calling or messaging it once. Edge cases: - ID document available: use the spelling exactly as on the document. Troubleshoot: - Wrong name found later: correct it early; receipts already signed keep their old value.
Register a plot
Add a plot (a field) under a farmer. When to use this: - A farmer has a field that is not yet in the app. Steps: 1. Open the farmer. 2. Open Plots and start a new plot. 3. Either capture the GPS boundary (best, see Capture a plot boundary with GPS), or type the Area (ha) by hand. 4. Tap Register plot. Edge cases: - One farmer with several fields: register each field as its own plot. Troubleshoot: - "Enter the area, or add a GPS boundary of at least 3 points": you left both empty, add one of the two.
Capture a plot boundary with GPS
Walk the edge of the field and let the phone record each corner, so the app can calculate the area and keep the EUDR proof. When to use this: - Registering a new plot in the field. - Re-mapping a plot whose boundary was wrong. Steps: 1. Stand on the first corner of the field. 2. Tap Capture GPS point and wait until the point is recorded. 3. Walk to the next corner and tap Capture GPS point again. 4. Continue around the whole field, in order. 5. Capture at least 3 corners; the map preview shows the shape. 6. Tap Register plot. Edge cases: - Big field: capture every corner where the boundary changes direction. - Phone has no GPS or you are at a desk: type Latitude and Longitude by hand instead. Troubleshoot: - "Add at least 3 points to see the boundary": you have fewer than 3 points, capture more corners. - The point is far off: stand still a few seconds so the GPS settles, then capture again.
Fix a wrong GPS point
Remove a bad corner and capture it again. When to use this: - A point landed in the wrong place. - You walked the corners in the wrong order. Steps: 1. Find the wrong point in the list under the map. 2. Tap Remove next to it. 3. Stand on the correct corner and tap Capture GPS point. Edge cases: - Many points wrong: remove them all and walk the field again from the first corner. Troubleshoot: - The shape looks crossed: a corner is out of order, remove it and capture in walking order.
How the plot area is calculated
When you capture a GPS boundary, the app calculates the Area (ha) for you from the corners. When to use this: - You wonder why the area field filled itself. - You want to enter the area without GPS. Steps: 1. Capture at least 3 GPS corners; the area is computed automatically. 2. Or, with no boundary, type the Area (ha) yourself in decimal hectares (up to 4 decimals, e.g. 1.2500). Edge cases: - Both a boundary and a typed area: the GPS boundary is the source of truth. Troubleshoot: - "Enter the area as a number with up to 4 decimals (e.g. 1.2500)": use a dot, not a comma, and at most 4 decimals.
Record a harvest
Write down what was harvested from a plot. When to use this: - A farmer harvests a crop from a plot. Steps: 1. Open the farmer, then the plot. 2. Open the harvest form. 3. Choose the Crop. 4. Enter Harvested (kg) as a number with up to 2 decimals, e.g. 450.00. 5. Enter the Season, e.g. 2026_season1. 6. Choose the Harvest date. 7. Add Notes if useful, then tap Add harvest. Edge cases: - Weigh first: put the crop on the scale before you type the number, do not guess. Troubleshoot: - "Choose a crop": the Crop field is empty. - "Enter the weight as a number with up to 2 decimals (e.g. 450.00)": use a dot and at most 2 decimals.
Correct a harvest
A saved harvest cannot be edited or deleted in the app; harvest records are permanent for the audit trail. When to use this: - You realise a harvest was saved with the wrong weight or crop. Steps: 1. Do not add a second harvest to cancel the wrong one, that would double the totals. 2. Report the wrong harvest to your supervisor or hub admin so it can be handled correctly. 3. Weigh and check before saving the next harvest so it does not happen again. Edge cases: - A real extra harvest: if it truly is a separate weighing, record it as a new harvest (see Record more than one crop). Troubleshoot: - You cannot find an edit or delete button: that is expected, harvests are append-only, report the error instead.
See past harvests
Review the harvests already recorded for a plot. Steps: 1. Open the farmer, then the plot. 2. The harvest list shows each harvest with its crop, weight and date. Troubleshoot: - A harvest is missing: it may have been recorded on a different plot, check the right plot.
Record more than one crop
A plot can grow several crops; record each one separately. When to use this: - A plot has both coffee and bananas, for example. Steps: 1. Record the first crop as a harvest (see Record a harvest). 2. Add another harvest on the same plot and choose the other Crop. Edge cases: - Same crop, two weighings: record two harvest lines, one per weighing. Troubleshoot: - "Choose a valid crop": pick the crop from the list, do not leave it blank.
Register an input
Record something that was used on a plot, such as seed, fertilizer, labour or water. When to use this: - Any time inputs are applied to a field. Steps: 1. Open the plot. 2. Tap Register input. 3. Choose the Type. 4. Check the Date applied (it defaults to today). 5. Optionally enter Quantity and Unit. 6. Optionally enter Cost (UGX). 7. Add Notes if useful, then tap Save input. Edge cases: - See When to fill in the cost for the cost field. Troubleshoot: - "Plot not found": go back and open the plot again. - The button is grey: a required field is empty or it is still saving.
Record seed
Log seed that was planted on a plot. Steps: 1. Open the plot and tap Register input. 2. Choose Type: Seed. 3. Set the Date applied. 4. Optionally enter Quantity with Unit kg. 5. Tap Save input. Troubleshoot: - No exact quantity: leave Quantity empty rather than guessing.
Record fertilizer
Log fertilizer used on a plot. Hub fertilizer given on credit has its own type. When to use this: - Fertilizer was applied to the field. Steps: 1. Open the plot and tap Register input. 2. Choose Type: Fertilizer (hub loan) for fertilizer issued by the hub on credit, or Manual / other for fertilizer the farmer bought. 3. Set the Date applied and optionally Quantity in kg. 4. Tap Save input. Edge cases: - Hub allocation: the debt itself is recorded at the hub (see Issue fertilizer at the hub); this input records that it was applied. Troubleshoot: - Not sure which type: hub loan means the hub gave it on credit; manual means the farmer got it elsewhere.
Record labour
Log work done on a plot. Steps: 1. Open the plot and tap Register input. 2. Choose Type: Labour. 3. Set the Date applied. 4. Optionally enter Quantity with Unit hours. 5. Tap Save input. Edge cases: - Several days of work: record the total hours, or one input per work day. Troubleshoot: - Wrong unit: for labour choose Unit hours.
Record water and crop protection
Log irrigation water or crop protection such as pesticide. When to use this: - The field was watered. - A pesticide or other crop protection was applied. Steps: 1. Open the plot and tap Register input. 2. Choose Type: Water for irrigation, or Pesticide for crop protection. 3. Set the Date applied. 4. Optionally enter Quantity (Unit liters for water). 5. Tap Save input. Edge cases: - Other protection product: use Manual / other and describe it in Notes. Troubleshoot: - Wrong unit: water is usually liters, choose the matching Unit.
When to fill in the cost
Cost (UGX) is optional. Only fill it in when money was actually spent. When to use this: - You are deciding whether to type a cost. Steps: 1. Money was spent: type the amount in Cost (UGX). 2. No money was spent: leave Cost empty. Edge cases: - Free or hub-provided input: leave Cost empty, do not type 0. Troubleshoot: - "Cost must be zero or more": you typed a negative number, remove the minus sign or clear the field.
Record biomass intake at the hub
At the hub, record biomass a farmer brings in. The app signs the receipt. When to use this: - A farmer delivers biomass (husks, pulp and similar) to the hub. Steps: 1. Open Biomass intake at the hub. 2. Choose the Farmer (only farmers in this hub appear). 3. Enter Weight (kg) with up to 2 decimals, e.g. 120.00. 4. Choose the Type. 5. Set the Delivery date. 6. Add Quality notes if needed. 7. Tap Record intake; the Record hash and seal confirm it is saved. Edge cases: - See Why a farmer is not in the dropdown if the farmer is missing. Troubleshoot: - "Choose a farmer" or "Choose a type": a required choice is empty. - "Enter the weight as a number with up to 2 decimals (e.g. 120.00)": use a dot and at most 2 decimals.
Issue fertilizer at the hub
Record fertilizer the hub gives a farmer on credit, with the debt in UGX. When to use this: - The hub hands out fertilizer the farmer will pay back later. Steps: 1. Open Fertilizer allocation at the hub. 2. Choose the Farmer. 3. Enter the number of Bags. 4. Enter Total weight (kg), up to 2 decimals. 5. Enter the Debt (UGX). 6. Set the Issue date. 7. Tap Issue allocation; it is saved as outstanding with a signed receipt. Edge cases: - Applied fertilizer without a hub debt: use the plot input instead (see Record fertilizer). Troubleshoot: - "Enter the number of bags (1 or more)": Bags must be a whole number, at least 1. - "Enter the debt as a number with up to 2 decimals (e.g. 450000.00)": use a dot and at most 2 decimals.
Record a crop delivery at the hub
Record a crop a farmer delivers to the hub, with optional quality details. When to use this: - A farmer delivers a harvested crop to the hub for sale. Steps: 1. Open Crop delivery at the hub. 2. Choose the Farmer. 3. Optionally choose the Plot the crop came from. 4. Choose the Crop. 5. Enter Weight (kg), up to 2 decimals. 6. Optionally enter Moisture (%), Quality grade and Price per kg (UGX). 7. Set the Delivery date and tap Record delivery. Edge cases: - Price entered: the total is weight times price, calculated for you. - Plot unknown: leave Plot as No plot. Troubleshoot: - "Choose a valid plot for this farmer": the chosen plot is not this farmer’s, pick one of their plots or No plot. - "Choose a crop": the Crop field is empty.
What the receipt seal means
Every hub receipt is signed by the system. The seal badge shows whether the signature is valid. When to use this: - You see a coloured badge on a receipt and want to know what it means. Steps: 1. Green (valid): the receipt is signed and unchanged, the proof is good. 2. Grey (unsigned): the receipt has no signature yet. 3. Red (invalid): the signed data does not match, report it. Edge cases: - Older receipts from before signing may show grey; that is expected. Troubleshoot: - A receipt turned red: do not edit it, tell your supervisor, the record may have been tampered with. - Never edit a saved receipt; the seal is the proof.
See and verify past receipts
Each hub page lists the most recent receipts with their seal badge. Steps: 1. Open the hub page (Biomass, Fertilizer or Crop delivery). 2. Below the form, the last 20 receipts for this hub are listed. 3. Check the seal badge on each one (see What the receipt seal means). Troubleshoot: - A receipt is missing from the list: only the last 20 show, older ones are still stored.
Pair a new fellow device
Link a new fellow's phone to the system using the SPEAQ identity handshake, so the fellow can sign their work. When to use this: - A new field fellow joins and needs to be added. - A fellow gets a new phone. Steps: 1. Open Pair a new fellow in the fellows admin. 2. Choose the Candidate (a person already SPEAQ-bound, with no fellow record yet). 3. Choose the Hub and the Role. 4. Ask the candidate to approve the handshake on their phone (scan the QR with their SPEAQ app). 5. Wait until the pairing confirms; the fellow record is created. Edge cases: - The candidate list is empty: the person must first sign in and bind their SPEAQ identity. Troubleshoot: - "The approving device is not this candidate": the wrong phone approved, the chosen candidate must approve on their own device. - "This device is already a fellow": that device is paired already, pick a different candidate.
Submit a fellow audit
Record a quality audit of a fellow's field work. When to use this: - You checked a fellow's work and want to record the result. Steps: 1. Open Fellow audits and start a new audit. 2. Choose the Fellow. 3. Set the Audit date (not in the future). 4. Enter the Sample size (how many records you checked). 5. Enter the Score (0-100). 6. Write the Findings. 7. Tap Submit audit; it is signed and stored. Edge cases: - Audit signed: the result is sealed, so check the numbers before you submit. Troubleshoot: - "Score must be 0 to 100": the Score is out of range. - "Audit date cannot be in the future": pick today or an earlier date.
How the fellow score works
A fellow's quality score is the rolling average of their recent audit and peer-review scores. When to use this: - You want to understand the score shown on a fellow. Steps: 1. Submit audits and peer reviews over time (see Submit a fellow audit and Give a peer review). 2. The fellow page shows the rolling average of the last 90 days. 3. A trend arrow shows whether the score is going up, down or staying stable. Edge cases: - New fellow with no reviews yet: the score stays empty until the first review. Troubleshoot: - The score looks low: open the fellow to read the recent findings behind it.
Give a peer review
One fellow rates another fellow's work from 1 to 5. You cannot review yourself. When to use this: - You observed another fellow's work and want to record feedback. Steps: 1. Open the fellow you are reviewing. 2. In the peer review form, choose the Score (1-5). 3. Add Notes. 4. Optionally Link to a visit. 5. Tap Submit. Edge cases: - No self-review: you cannot submit a review of your own fellow record. Troubleshoot: - The form will not submit for yourself: that is by design, ask another fellow to review you.
What EUDR is
EUDR is the EU rule that coffee and certain other goods must not come from land that was deforested. Buyers need proof for every delivery. When to use this: - You want to understand why the app asks for GPS and signed receipts. Steps: 1. Each plot must have an accurate GPS boundary (see Capture a plot boundary with GPS). 2. Each hub intake is recorded and signed (see the hub sections). 3. Together, the boundary and the signed receipts show where the crop came from. Edge cases: - No boundary, no proof: a plot without GPS cannot support an EUDR claim. Troubleshoot: - Unsure if a plot is ready: open it and check that it has a GPS boundary and a calculated area.
Putting an EUDR evidence file together
An EUDR file for a farmer brings together the plot boundary and the signed delivery receipts. When to use this: - A buyer asks for proof for a delivery. - You prepare a farmer for the first sale. Steps: 1. Make sure the farmer name and phone are correct (see Why the name and phone must be exact). 2. Make sure each plot has a GPS boundary. 3. Record each hub delivery so it gets a signed receipt. 4. Check that the receipts show a green seal (see What the receipt seal means). Edge cases: - Several plots: each delivering plot needs its own boundary. Troubleshoot: - A receipt is grey or red: it is unsigned or invalid, it cannot be used as proof, record or report it correctly.
Why a farmer is not in the dropdown
At the hub, the farmer list only shows farmers that belong to this hub. If a farmer is missing, it is not an error. When to use this: - You cannot find a farmer when recording a hub intake or delivery. Steps: 1. Check the farmer is registered in this hub (Kayunga). 2. If they belong to another hub, they will not appear here. 3. If they are new, register them first (see Register a farmer), then return to the hub form. Edge cases: - Just registered: refresh the page so the new farmer appears in the list. Troubleshoot: - Still missing after registering: confirm the farmer was saved in the Farmers list.
Why the save button stays grey
A save or submit button is grey when a required field is empty or the app is still saving. When to use this: - The button does not respond when you tap it. Steps: 1. Check every required field is filled in. 2. Wait a moment if it is already saving. 3. For pairing and audits, the button only turns on once the required choices are made (for example a candidate and a hub, or a fellow and a score). Edge cases: - Slow network: the button may stay grey a little longer while saving. Troubleshoot: - Still grey: a hidden required field may be empty, scroll up and check the whole form.
Fixing a red field or number error
A field turns red with a message when a number or date is not in the form the app expects. When to use this: - You see a red field after tapping save. Steps: 1. Read the red message under the field. 2. For weights, use a dot and at most 2 decimals (e.g. 450.00), not a comma. 3. For area, use up to 4 decimals (e.g. 1.2500). 4. For dates, pick a real date that is not in the future where the form says so. Edge cases: - Phone keyboard adds a comma: replace it with a dot. Troubleshoot: - The message stays after fixing: clear the field and type the value again from scratch.
Fixing "Plot not found"
This message means the plot you were working on could not be found, usually because the page is stale. When to use this: - You see "Plot not found" when saving an input or delivery. Steps: 1. Go back to the farmer. 2. Open the plot again from the list. 3. Try the action once more on the freshly opened plot. Edge cases: - Plot was archived: a removed plot will not be found, use a current plot. Troubleshoot: - It keeps happening: refresh the page fully, then reopen the farmer and plot.
Change the language
The app is available in English, Oluganda and Kiswahili. When to use this: - You prefer another language. - You hand the phone to a farmer who reads another language. Steps: 1. Tap the globe icon in the top bar. 2. Choose English, Oluganda or Kiswahili. 3. The page reloads in that language. Edge cases: - Your choice is remembered on this device. Troubleshoot: - Some words stay in English: a few labels are not translated yet, the rest of the screen still works.
Switch light or dark display
You can use the app in a light or a dark display. When to use this: - The screen is hard to read in bright sun or at night. Steps: 1. Tap the sun or moon icon in the top bar. 2. The display switches between light and dark. Edge cases: - Your choice is remembered on this device. Troubleshoot: - It went back to dark: dark is the default, tap the icon again to choose light.
Sign out
Signing out ends your session on this device. When to use this: - You finish work on a shared phone. - You hand the phone to someone else. Steps: 1. Tap the sign out icon in the top bar. 2. You return to the login screen. Edge cases: - Shared device: always sign out so the next person uses their own identity. Troubleshoot: - No sign out icon: you may already be signed out, the icon only shows when you are signed in.
Working without a network
When the phone has no connection, a banner tells you that you are offline. When to use this: - You are in a field with weak or no signal. Steps: 1. Read the offline banner: saving is paused until the connection returns. 2. Finish reading and preparing what you can. 3. When the signal returns, save the record. Edge cases: - Long time offline: keep the page open so you do not lose what you typed. Troubleshoot: - Saving does nothing offline: that is expected, wait for the signal and try again.
Using this help center
This help center holds short guides for every screen. You can open it any time. When to use this: - You are not sure how to do something in the app. Steps: 1. Tap the information icon in the top bar, next to the language globe. 2. Type a keyword in the search box to filter the topics. 3. Open the topic you need and follow the steps. Edge cases: - No result: try a simpler word, or scroll the full list. Troubleshoot: - You cannot find a topic: some areas are still being added, ask your hub admin if it is missing.