Overview
Org Settings is one page where your Org Admins manage users, licenses and Partner API keys across every license in your organization. If your business runs several licenses, it replaces logging into each one to add a user or change a permission.
From Org Settings, Org Admins can:
See everyone in the organization and change their permissions on any license
Invite a new or existing user onto several licenses at once
View every license in the organization and switch between them
Create and revoke API keys for the GrowFlow Partner API, and see API usage
Who can see it
Org Settings is available to Org Admins once GrowFlow has turned it on for your organization. If you don't see it, ask an Org Admin at your company or contact GrowFlow Support.
Where to find it
1. Click the user menu in the top right.
2. Click Org Settings.
The Org Admin Role
An Org Admin has full Admin access, including every Insights permission, on every license in your organization without being added to each license one by one. Because it covers every license, including ones added later, give it only to the people who manage access for the whole business, such as an owner, operations lead or compliance manager.
Who can grant it
GrowFlow sets up your organization's first Org Admin. After that, any Org Admin can make another user an Org Admin.
The person must already be part of your organization, meaning they're on at least one of your licenses.
What it gives
Admin plus all four Insights permissions (Executive Summary, Grow, Sales, Inventory) on every license, including licenses added later. Every license shows up in their license picker.
It adds to their existing roles. If an Org Admin also has a regular membership on a license, they keep those roles and get Admin and Insights on top. Org Admin access overrides a ReadOnly setting.
Disabled still blocks them. An Org Admin who is marked Disabled on a specific license can't open that license.
Removing them from licenses doesn't remove the role. An Org Admin removed from every license still shows in the user list with 0 accounts and can still reach every license. To take away their access, untick Org Admin.
Revoking the role removes the organization-wide access. The user keeps only the licenses and permissions they were given directly.
Manage Users
The Manage Users tab lists everyone in your organization, so you can review and change who has access to what across all licenses from one screen. Search by name or email; the count at the top shows how many users match.
Column | What it tells you |
The user's login email | |
Name | The user's name |
Accounts | How many of your organization's accounts the user is on |
Org Admin | Ticked if the user is an Org Admin. Tick or untick it to grant or remove the role. |
Change a user's permissions
Click + next to a user to see one row for each account they're on. Training licenses are labeled Training under the license number.
Wholesale permissions: Admin, Grow, Sales and ReadOnly. Ticking Admin also ticks every Insights permission; unticking it clears them.
Insights permissions: Executive Summary, Grow, Sales and Inventory.
Change one permission everywhere: use the checkbox in a column header to add or remove that permission on every account the user is on. A dash in the header means the user has it on some accounts but not all.
Disabled: blocks the user from that one account without removing them.
Remove: takes the user off that account. You'll be asked to confirm, since they lose access right away.
Tip! A confirmation message appears after each change. If a change isn't allowed, a red message explains why and the checkbox goes back to how it was.
Note: Admin and Insights changes can take up to 30 minutes to apply. To see them sooner, the user can re-select their license from the license picker.
See: Wholesale: Manage Users for more information on granting user permissions.
Add a user to more accounts
1. Click + on the user, then click + Add to account.
2. Pick an account, or tick Add user to all remaining accounts.
3. Tick the permissions to give > Click Save.
Note: Once a user is on every account, the button is greyed out and reads "On every account in the organization."
Changes you can't make to yourself
To keep you from locking yourself out, Org Settings won't let you remove your own Admin permission, set yourself to ReadOnly, disable yourself, or remove yourself from the account you're currently using. To leave an account, switch to a different account first.
Invite User
The Invite User tab adds a new or existing GrowFlow user to as many of your licenses as you need in one step, with different permissions on each. This is the only place to add someone to several licenses at once; the Manage Users page inside a single license only adds them to that license.
Enter the user's Email, First name and Last name. All three are required.|
To give them access to every license, tick Make this user an Org Admin. Picking accounts below then becomes optional.
In the account grid, tick each account to include, then tick the permissions for that account. Ticking a permission on a row also includes that account.
The box in the top-left corner selects or clears every account.
The box at the top of a permission column sets that permission on every selected account.
Use Filter accounts... to narrow a long list. The counter shows how many accounts are selected.
Click Invite User.
What happens next
New users get an email to set their password.
Users who already have a GrowFlow login are added to the selected accounts and get an email with a login link.
Accounts the user is already on are left as they are. Their existing permissions there don't change.
Org Admin invites with no accounts selected give the user access to every license in the organization.
If the invite doesn't go through, check that the email address is valid and that you've picked at least one account or ticked Make this user an Org Admin.
Licenses
The Licenses tab lists every license in your organization, sorted by account name. Use it to confirm which licenses you have and quickly jump into one.
Column | What it tells you |
License # | The license number |
Accounts | The account name |
Mode | Training or Production mode |
API Keys
An API key lets your own systems, or a partner you work with, connect to your GrowFlow Wholesale data through the GrowFlow Partner API. Org Admins create keys in Org Settings, and each key only reaches the licenses and access level you choose when you create it.
Common reasons to create a key:
Feeding inventory, orders or QA results into a reporting tool, ERP or accounting system
Connecting a warehouse, fulfillment or e-commerce integration that needs to create orders
Pulling GrowFlow data into Excel or Power Query on a schedule
Because a key can read, and sometimes write, live business data across your licenses, treat it like a password. Give each integration its own key with the narrowest access it needs, so you can shut one off without disrupting the others.
Using an AI assistant like Claude? You don't need an API key. The GrowFlow MCP connector works without one; setup steps are under Connect an AI assistant (MCP) in the API Developer Guide on the API Keys tab.
Before You Create an API Key
You need to be an Org Admin with access to Org Settings (see Overview above).
Know what the integration needs. Decide which licenses it should reach and whether it only reads data or also creates orders. Check with your developer or partner if you're not sure.
Have a safe place ready for the key. You'll see the full key only once, so have your password manager or the integration's settings page open before you create it.
Create an API Key
1. On the Org Settings page, open the API Keys tab and click Create API Key.
2. Name: enter a name you'll recognize later, like "Warehouse integration" or "Accounting sync." Naming keys after the integration makes it easy to find the right one to revoke.
3. Access: choose one:
Read-only: the key can view inventories, products, orders, inbound transfers, plants, harvests, strains, rooms, QA results, and accounts. Choose this for reporting and dashboards.
Read and write: everything above, plus creating orders and allocating costs. Choose this only when the integration needs to make changes in GrowFlow.
4. Licenses: choose one:
All licenses: the key reaches every license in your organization, including licenses added later.
Specific licenses: the key reaches only the licenses you pick. Licenses added to your organization later are not included automatically.
5. Expires:
Choose Never expires, or set a date. Shortcuts are available for 30 days, 90 days and 1 year. The key stops working at the end of the chosen day (UTC).
6. Click Create key.
Important: In the API key creation window, click Copy and save the key somewhere secure right away. This is the only time GrowFlow shows the full key.
Tip! A key with an expiration date is safer for a trial or a short-term project. For long-running integrations, set a reminder to rotate the key on a regular schedule (see below).
After You Create the Key
Your new key appears in the list on the API Keys tab with a status of Active. For security, the list only shows the first few characters of each key.
Column | What it tells you |
Name | The label you gave the key |
Key | The first few characters, so you can match it to an integration |
Access | Ready only, or Read and write |
Licenses | The license numbers the key can reach, or All licenses |
Created | When the key was created |
Last used | The last time the key made a request, or Never |
Expires | The expiration date, or Never |
Status | Active, Expired or Revoked |
Check Last used after your integration connects. A recent time confirms the key is working. A key that still reads Never after setup usually means the integration isn't using it yet.
Every key created or revoked is recorded in your Event Log. The key itself is never stored there.
Rotate a key
To replace a key without downtime:
Create a new key with the same access and licenses.
Update your integration to use the new key and confirm it's working.
Click Revoke on the old key's row and confirm.
Revoking can't be undone. Anything still using a revoked key stops working within about 30 seconds.
Developer resources
The API Developer Guide on the API Keys tab is filled in with your organization's own details, including your endpoint and organization key. Share it with your developer or partner. It covers getting started, rate limits (300 requests per minute per key), Excel and Power Query, and connecting an AI assistant. Click Print / Save as PDF to send it as a file.
The API Usage tab shows how many API calls your organization has made over the last 7, 30 or 90 days.
Troubleshooting and FAQs
Access and users
I don't see Org Settings in my user menu. Org Settings is only visible to Org Admins, and only once GrowFlow has turned it on for your organization. Ask an Org Admin at your company to grant you the role, or contact GrowFlow Support.
I changed a user's permissions, but they don't see the change yet. Admin and Insights changes can take up to 30 minutes to apply. To speed it up, have the user re-select their license from the license picker.
A checkbox flipped back and a red message appeared. That change wasn't allowed, and the message explains why. Most often it's a change to your own access, like removing your own Admin permission or removing yourself from the account you're logged into. Switch to another account or ask another Org Admin to make the change.
I removed an Org Admin from every license, but they still have access. Removing someone from licenses doesn't remove the Org Admin role. Untick Org Admin next to their name on the Manage Users tab.
The person I invited didn't get an email. Ask them to check spam or junk folders. New users get a set-password email; people who already have a GrowFlow login get a login-link email instead. If it still hasn't arrived, confirm the email address on the Manage Users tab and contact GrowFlow Support.
Can I add someone to several licenses from inside one license? No. A license's own Manage Users page only adds people to that license. Use Org Settings > Invite User for multiple licenses.
API keys
I closed the window before copying my key. Can I get it back? No. GrowFlow shows the full key only once and doesn't store a copy you can retrieve. Revoke that key and create a new one.
I got "Expiration date cannot be in the past." Pick today or a later date, or choose Never expires. Keys stop working at the end of the chosen day in UTC, which may be earlier or later than your local midnight.
My integration stopped working. Find the key in the list and check its Status. Expired means the expiration date has passed. Revoked means someone on your team revoked it; check the Event Log to see when. In either case, create a new key and update the integration.
We added a new license and the integration can't see it. If the key was created with Specific licenses, new licenses aren't added automatically. Create a new key that includes the new license, switch the integration over, then revoke the old key. Keys set to All licenses pick up new licenses on their own.
Can I change a key's access or licenses after creating it? No. Create a new key with the settings you need and rotate to it using the steps above.
Do I need an API key to use GrowFlow with Claude or another AI assistant? No. The MCP connector doesn't use an API key. See Connect an AI assistant (MCP) in the API Developer Guide.
Who do I contact with API questions? Email the GrowFlow API partner team at [email protected]. For questions about Org Settings or access, contact GrowFlow Support.