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Digital Facility and Inventory Set Up Guide

Follow our roadmap below to build your facility's digital twin from the ground up! These essential steps ensure your data foundation is ready before you begin production in our Cultivation or Manufacturing modules.

To maximize your performance from seed to sale, the first step is building a digital twin that accurately reflects your physical cannabis operations. However, we understand that creating the first steps may be a bit difficult.

For this reason, we created this article to outline each step to getting your environment ready for production - ensuring you have a solid foundation for robust compliance and seamless documentation from day one!

Why this order matters?

By following these steps in order, you ensure that every piece of data has a dedicated "home" before you begin active operations. This sequence allows for 100% supply-chain traceability, enabling you to monitor and manage all areas, equipment, and products with unparalleled efficiency.

This setup process is universal and applies equally whether you are utilizing the Cultivation module, the Manufacturing module, or both.

Setup & Configuration

1. System & Hardware Minimum Requirements

You need to ensure your “foundation” is solid. For optimal performance and integration, first make sure to see our supported operating systems, browsers, hardware (scales and printers), and network requirements

Articles for assistance:

Key Focus: Internet stability, compatible hardware, IoT integrations (Priva/Aroya), and mobile app compatibility

 

2. User & Company Profile

You need to define who is “driving” the software. Upload your logo and create your team members, assigning specific Roles (Admin, Quality Manager, etc) to control what they can see and do

Articles for assistance:

 

Facility Setup

3. Map Your Facility (Areas and Subareas)

In order to create a “Digital Twin” of your facility, the software needs to simulate your physical work. You cannot move a plant or a box if the “room” does not exist in the system yet

Articles for assistance:

Key Focus: Creating Rooms (Flowering, Drying) and Subareas (Racks, Grow Tents)

 

4. Add & Manage Equipment

For compliance, maintenance and usage within the system, make sure to add all machinery and scales. You can later link them to specific areas, cleaning tasks or production steps

Articles for assistance:

Key Focus: Add cultivation/manufacturing equipment and maintenance intervals

 

5. Set Up Containers

To get started, make sure you have your waste containers set up due to compliance. In a later stage, you can come back to create and manage harvest containers

Articles for assistance:

Key Focus: Harvest containers (with tare weights) and waste containers

 

6. Print Labels and QR Codes

Don't forget to print out the QR Code labels for: Areas / Subareas, Equipments and Containers and attach them. This way, you can simply scan them and perform actions via the Cannavigia Mobile App in a simplified manner

Articles for assistance

Key Focus: QR Code labeling for tracking and digital access

 

Task Set Up

7. Task Templates for Digital Workflow

Tasks are templates used to document and standardize all types of work performed within a facility. They can include structured work instructions, attached SOPs, and checklists for employees to follow during execution.

Tasks can be created for a wide range of activities, from cleaning and pruning operations to manufacturing processes, and can be selected whenever those activities are performed

Article for assistance:

Key Focus: quality control tasks, SOPs, checklists, processes

 

Inventory Setup

8. Set Up Cultivar

In the next step, when creating articles such as seeds, plants and clones, you will have to select a cultivar. So, first, you need to register the various cultivars (syn. strains) you will be working with

Article for assistance:

Key Focus: Cultivars, Narcotic and Non-Narcotic strains

 

9. Create Contacts (Digital Address Book)

Traceability requires knowing the source. You must register you suppliers, service providers and customers so that every movement of goods in is linked to a specific partner

Article for assistance:

Key Focus: Supplier details, service providers, and customer records

 

10. Define your Articles (Zero Stock at This Stage)

Here, you are creating a master list of what you use – from seeds and fertilizers to office supplies. You cannot “receive” goods and have them in stock until the system knows what the item is

The release specifications are key for product control and compliance

Articles for assistance:

Key Focus: Article types, units of measure

 

10.1 Define Product Control (Release Specifications)

Decide how your inventory batches are released and approved before use. You can either have stock become live immediately after a Goods In or require a controlled quality workflow where batches must meet specific Specifications (like potency or purity) before they can be used for production

Release: If enabled, batches enter a "Testing" status when received or produced. Only after a user enters the results and manually approves the batch does it move to your inventory as Released

Articles for assistance:


Key Focus: Quality release settings, batch status management (testing, released, blocked)

 

11. Perform Goods In - Build Your Starting Stock

This is the final step that brings your system to life!

You take the articles created (step 6) and the suppliers added (step 7) to record your inbound delivery, moving your stock from “zero” to being live in the article inventory. Only then will you be able to use these articles in the software

Knowledge Base articles for assistance:

Key Focus: Batch IDs, expiry dates, and printing batch labels