Installing for the first time, reinstalling Gatekeeper on a new PC or after a re-installation of Windows? Please download the “Full Digital CD”

Full Digital CD

Reinstalling just the Gatekeeper program on the same PC with no changes to Microsoft SQL Server? Please download the “Program Installer”

Program Installer


Before Downloading Gatekeeper please ensure:

  • All Windows updates are done
  • Internet speed is above 2mb and stable
  • You are running Windows 8 or Windows 10 operating systems only
  • Your computer meets our recommended spec

 *Please note – Windows 7 is no longer supported by Microsoft, meaning future versions of Gatekeeper will not install onto Windows 7 machines.  Please contact Farmplan to discuss upgrading your PC if this is applicable.

Customers wishing to run Gatekeeper on a machine below the Recommended Spec shown above, should speak with Farmplan before proceeding.

To Download Gatekeeper

Click on the required button. This will begin the download process.

Once downloaded reboot your PC to ensure no updates are pending as this can cause the installation to fail.

Full digital CD

Once rebooted locate the file GK Setup.iso and right click on the file name, this will give you a “Mount” option or if Mount is not there hover over “Open With” and select “Windows Explorer”.

This will create a Virtual CD in your system with the Gatekeeper butterfly icon, open this then:

  • Double click on the GK Setup.exe file with the butterfly icon next to it (Note there will be several other “GK setup” files, ignore these).
  • Now three options will appear Typical, Custom and Complete. Chose Typical for the Standalone Edition (recommended for most users); Custom for Network Edition (Server and Client) or Standalone with specified location (Advanced) or Complete for all available versions (subject to licensing), this will require the most disk space.

The installation may take some time and may appear to have stopped, please leave at least 2 hours before contacting support as this SQL installation can take some time to complete.

Program installer

This is not for reinstalling Gatekeeper on a computer that already has Gatekeeper installed and does not the full SQL download.

  • Once rebooted locate the file GK Setup.exe
  • Double click on the GK Setup.exe file with the butterfly icon next to it
  • Follow the prompts until compete

If this is the first time you are installing Gatekeeper

Please have your Gatekeeper Licence to hand when logging in for the first time.

When you open the software you will be presented with a login window asking you to enter the following details:

  • User Name: it is best to use your name as this name will be used throughout the program and will be printed on reports and work plans.
  • Password: this is optional, but if you do enter a password make sure you keep it safe as this will be required every time you open Gatekeeper. The password is case sensitive.
  • Access Code: enter the access code which has been supplied by Farmplan.
  • Click Log On: this will open the ‘Synchronisation’ window. You just need to click Synchronise. The software will now use your internet connection to check your registration details and authorise your copy of Gatekeeper.

If you are moving to a new PC

  • Make sure you have synced the old PC to back up the data. As a precaution set the backup location to Alternate and save a copy of your data to an external drive.
  • On the logon window of the old PC click on Advanced and note down the User Name and Access Code.
  • Contact support on 01594 545022 to get the licence cleared from the old PC.
  • Logon to Gatekeeper on the new PC using the details you noted earlier.
  • Gatekeeper will prompt you to Synchronise upon logon which will licence the software to the new computer and download your data IF you are data secure.
  • The first synchronisation process will update the program and a second synchronisation will download any online databases.

If you are having problems please call Farmplan support on 01594 545022



Setting up Products for Agronomists

Setting up Crops and Varieties for Agronomists

Below is a video explaining how to set up crops and varieties as an agronomist, or click here for notes that can be downloaded.

Creating Recommendations

Below is a video explaining how to set up create recommendations, or click here for notes that can be downloaded.


When to synchronise Gatekeeper

Gatekeeper should be synchronised after every data entry session.

Your Data is the most important aspect of your business, it is important to regularly ensure that you have a valid backup of your data that has been placed on to an EXTERNAL media (such as a USB Drive). For help with this please call support on 01594 545 040.

Data secure users with more than one site should synchronise before entering any data to pick up any changes the other user has made and after data entry is complete to backup your data and make the amended data available to other users.

If you are not using GateKeeper on a regular basis then we recommend that Gatekeeper is synchronised once a month to keep the program up to date.

Crop nutrition

Fertiliser analysis

When viewing/creating a product in ‘Setup’ / ‘Products (Business)’ within the Fertiliser heading click ‘Add Item’ at the bottom of the window, select the nutrient, and enter the value. Repeat for each additional nutrient requiring analysis.

The picture below shows the analysis for 5:24:24.

This information MUST be entered if Gatekeepers nutrient management sytem is to be used. The information is also used to calculate the amount of nutrients applied to a field (this is shown in the Fields module on the ‘Fertiliser’ tab)

NB If you have a product with a zero analysis e.g. 0:24:24 then only add the positive values not the zero.


Manure analysis

When viewing/creating a product in ‘Setup’ / ‘Products (Business)’ within the ‘Organic Manure’ heading, the tabs ‘Available’, ‘Total Organic Manure’, and ‘PLANET’ will be visible.

Select ‘Total Organic Manure’, tick the ‘Manure Type’ box to enable the drop down list and then select the relevant PLANET manure type.


Select the ‘PLANET’ tab and click your region to use the default PLANET analysis, this will populate the ‘Available’ and ‘Total Organic Manure’ analysis for you.

Nutrient management

Gatekeeper is able to use its embedded PLANET software to produce a nutrient recommendation to the RB209 standard.

To use nutrient management, select a field from the Field module then click ‘Nutrient Management’.

If nutrient management has been run before a summary of the previous recommendation will be displayed. To update this or to create a new recommendation click on ‘Edit Nutrient Management Plan’.


Select the ‘Update nutrient requirements using PLANET RB209’ option then click ‘Update’, (as shown below) this will produce a recommendation for your selected field(s).NB Do NOT tick the ‘Use Imported data for actual’ box unless you wish to use imported data in the calculations instead of your own records.


Any reasons why a recommendation is not created will be shown, these will need to be addressed before a recommendation can be calculated. The example below shows that the ‘Field’ tab needs to be checked.


The recommendation can be printed by selecting the ‘Nutrient Management Plan’ or the ‘Nutrient Management Plan Summary’ reports which are available in the Fields module or the Nutrient Management Centre.

Note: At least one year’s previous cropping must be entered for PLANET to create a recommendation.

For more information on using nutrient management click the help icon.helpicon

Crop years and year end

Advancing the Cropping Year

Click here for a printable document explaing setting up a new cropping year.

Cropping year

The cropping year in Gatekeeper normally refers to the harvest year of the crop being planted. eg A Winter Wheat crop sown in the autumn of 2016 would be harvested in 2017, so Gatekeeper would refer to this as the 2017 crop year.

Where two crops are grown in a single cropping year (for example, a cover crop followed by a spring cereal) the crop sequence function should be used. For more information see the FAQ below on multiple crops in one year.

Non plan year message

This message displays when the year selected is a Plan year. A plan year is signified by the business selector in the top right hand corner of Gatekeeper being coloured purple. It is not possible to enter any records into a plan year apart from the intended crop.

If you wish to start entering data into a Purple/Plan year then please follow the instructions on how to advance the cropping year.

Please note, you can create a Nutrient Management Plan in a Purple/Plan year.

Multiple crops in one year

Below is a video explaining how to enter multiple crops in one year, or click here for notes that can be downloaded.

For intensive cropping, such as field vegetables, the intensive cropping module may be more suitable. Please contact support on 01594 545 040 if you want to discuss this.


John Deere Gen 4 controller

Click here for information about getting the best from the John Deere Gen 4 import.

Click here for information about working with Shape files and John Deere Gen 4.

No cache available on Web Apps

There are two possible resolutions to this situation.

Check if the browser on the device is using the ‘in private browsing’ feature. This will need to be turned off to allow the data to be cached on the device.

Alternatively you will need to free some cache on the device.

Remove unwanted devices

To remove unwanted devices from the list displayed, select its name, click ‘Setup Devices’ followed by ‘Delete’


Splitting and Merging Fields

Below is a video explaining how to split or merge fields, or click here for notes that can be downloaded.

Please note this is instructions on how to split or merge field records, not mapped field boundaries.

Adding a new field

To add a new field to Gatekeeper click Setup / Fields, select the required year then click ‘Add Field in 20XX’.

Duplicate spraying costs

The most likely reason for this duplication is that an implement setting with a linked cost has been used in addition to the product of spraying within the job.

To amend this double-click the job then click the ‘Select Products’ button and remove the cost of spraying from the list of products.

Import data

Import yield map data

Yield map data can be imported into Gatekeeper from a variety of sources.

Click here for a printable version of the ‘Gatekeeper Field & Farm mapping Software Setup & Quick Start Guide’.

Click here for a printable version of the ‘John Deere Devices Module Setup & Quick Start Guide’.

Importing recommendations

Below is a video explaining how to import recommendations from your Gatekeeper agronomist, or click here for notes that can be downloaded.

Importing recommendations from my agronomist who is using Muddy Boots software

Your agronomist will need to email their recommendations as an XML file. This can then be imported into Gatekeeper.

The procedure for importing into Gatekeeper is:

  • Save the XML attachment from your email to an easy to find location (eg C:/users/desktop).
  • Open the Planning module and click the Import button.
  • Ensure the File Format selected is ‘Third Party GK XML File’.
  • Click the browse button (small square with 3 dots) and locate the XML file, then click Import.
  • We recommend that you use the Importing Plan Option of ‘Do NOT Change Field and cropping data’. This this will prevent any errors in your agronomists field details changing your field details.
  • Click the import button and the recommendation will display as a draft plan.

Installation and logging on

Operating systems (Windows and Apple information)

All our desktop programs need to be installed within a Windows environment (Windows 8 and Windows 10).  Windows 7 is no longer supported by Microsoft, meaning you will not be able to install onto Windows 7 machines.

Apple hardware can be configured with Windows 10 Pro using Parallels Desktop. Click here for more information about Apple hardware or for information about our recommended computer spec click here.

Please contact Farmplan’s Hardware teams if you have any further queries on 01594 545022.

Installing on a new computer

To install Gatekeeper on a new PC please call support on 01594 545 022.

Error opening Gatekeeper

There are a number of possible reasons why an error message would be shown when attempting to login to Gatekeeper.

Please contact software support on 01594 545022.


Seed dressing used on a field

It is very difficult to record the amount of seed dressing used on a field as the quantities involved are so small and it is normally pre-applied to the seed being sown.

Therefore the easiest way to record the seed dressing is to add a note to the planting job on the Notes tab. Alternatively create a new ‘Field Diary Notes’ job in recording.

Select the fields (or click on the Notes tab in an existing job), select the correct date and a heading of ‘Traceability Notes’ and in the comment box enter the seed dressing type and any additional notes you require.

Once a note has been entered under the Traceability heading it can be included in your traceability reports. This information is also available in the analysis module under the ‘Diary notes’ area.

Recording weather

To record weather click the Business button businessbuttonSelect the ‘Weather’ tab, then the required tab e.g. Rainfall. Click ‘Add Item’ and enter the date and value of the record, then press enter to add another line for the following day.

If you wish to add multiple records e.g. rainfall, temperature and wind at the same time then click ‘Pick Headings’ and select additional headings to add to the grid.

Soil sampling results

To record soil sample results click Recording, Add Job, select the New Job Type as Field Sampling then click the Add Field Sampling Job button.

Select the sampled fields and move them to the right, click OK, then select the required nutrients e.g. P, K, Mg and click OK.

The results of the sampling can then be entered into the grid.

Sampling results from major UK labs can be imported directly into Gatekeeper to save data entry time. For more information please contact us.

NB The above instructions do not apply to spatial data.

Harvest yield

Click here for a printable document.

Home saved seed

Home saved seed is dealt with by entering the ‘sale’ of the home saved seed followed by its ‘purchase’.

Recording the Sale
To record the financial benefit from the ‘sale’ of home saved seed, enter a sales invoice recording the relevant quantity and price.
NB If you create a new product for this purpose (eg ‘Home saved wheat seed’) ensure that this product is set up within ‘Outputs’ (as below) and recorded against the harvested field(s) as well as the sales invoice.


Recording the Purchase
A purchase invoice ‘buying’ the seed at the required price should now be entered, it can then be applied to the relevant fields.
NB The product used on the purchase invoice and any planting jobs must be within the ‘Variable Costs’, ‘Seed / Plants’ area (as below)


Entering data in multiple years

Data will be entered into the crop year shown by the Main Business and Year Selector (brightly coloured rectangle in the top corner of Gatekeeper).

To view or enter data to a different crop year, click the Main Business and Year Selector then select the required year from the tree view (as below).


NB Any information accidentally entered into the wrong crop year will need to be deleted and re-entered into the correct year.

Copying a previous job

To create a new job by copying a previous job (or Template or Budget Job) click ‘Recording’, ‘Add Job’, and select ‘Copying from the selected job / template job’.
Select the job to be copied from the list displayed. A summary of the job is shown and the level of detail to be copied to the new job can be selected. After ‘Copy Field Operation Job’ is clicked the job can be edited as required.



Measuring a field

To measure the area inside a field boundary, from a mapping window:

  • Ensure the correct field boundary layer is on top
  • Select the active tools menu on the left hand side
  • Select the measuring polygon tool (octagon with measuring tape)
  • Right click inside the field and select ‘Find complex polygon’
  • Right click again and select ‘Finish this entity’

The field size will be shown in the ‘Area’ box of the measurements section of the active tools menu. It is also possible to freehand draw a shape to measure the area of, or use the headland measuring or parallel line measuring tools to measure length and area of other field characteristics.

Please note: the area of the field boundary in the mapping module does not have to match the area of the field in the cropping record.

Deleting a field boundary

It is not possible to delete a field boundary once one has been created. However, if you wish to disassociate a boundary from the current cropping record, you can change the region attached to the cropping record:

  • Open the cropping record for the field in question
  • Select the ‘Region’ subtab
  • Select ‘Swap Field Region’
  • Select ‘Setup Field Regions’
  • Select ‘Add Whole Field Region’ or ‘Add Part Field Region’ as appropriate. Rename the new or old regions as required, then ‘OK’ to close.

The role of field regions in managing field boundaries

The field region forms the link between the field boundary and the cropping record. If you change a field’s boundary, it will change the boundary for that field in every cropping year where the cropping record is linked to the same region.

If you wish to make a change to the field boundary that only applies to certain years, or from the current year forwards, it is necessary to change the field region before making any changes to the field boundary.

This is also the case if you are importing new field boundaries captured with precision farming equipment, and want to update the records from the current year onwards, without affecting previous years.

Click here for a document containing instructions on changing the field region.

The difference between whole field and cropping year boundaries

All field records in Gatekeeper have the capacity to be split into multiple cropping records – this is frequently used to reflect the fact that one field may be growing more than one crop, or have a crop plus environmental area.

To reflect this in the mapping module, every field has the capacity to hold two types of boundary. The ‘whole field’ boundary is the entirety of the field including any cropping splits; ‘cropping year’ boundary is the different parts of the field which combine to make one parcel.

If you do not have any split cropping records, the ‘whole field’ and ‘cropping year’ boundaries are exactly the same, and changing one will change the other.

Once a field contains split cropping records, the ‘whole field’ and ‘cropping year’ boundaries will be different. In this case, changing one will not result in a change in the other.

Both whole field and cropping year boundaries are managed between years by the field region (for more information please click here).

Adding or editing field boundaries

The following links provide information on adding and editing field boundaries in Gatekeeper mapping.

We advise all our customers to take care before editing existing field boundaries, or importing boundaries to fields which already have boundaries. It is possible to impact the boundary data of multiple years if the correct steps are not taken before editing or importing. For further assistance please don’t hesitate to contact the support team who will be happy to make sure you have the correct plan for your circumstances.

Click here for adding field boundaries in Farm Mapping Lite.

Click here for adding and editing field boundaries in Gatekeeper mapping.

Click here for importing RPA field boundaries.

(Not sure which mapping version you have? Have a look at the top left corner of your main Gatekeeper screen – if it says ‘Gatekeeper’, you have Farm Mapping Lite; if it says ‘Gatekeeper with Mapping’, you have the full mapping module.)

Farm Mapping Lite

Below is a video explaining Farm Mapping Lite, or click here for notes that can be downloaded.

Farm Mapping Lite

OS data

If you wish to use Ordnance Survey data in your Gatekeeper Farm Mapping module this can come in different forms with different levels of detail.

We recommend that you firstly contact the Gatekeeper Support team on 01594 545022 and request the OS Open data (under a free license) for your farm which we can provide in 10km x 10km tiles. This will provide you with the following features in Gatekeeper Mapping:


  • Administrative Boundary
  • Height
  • Natural Feature Area
  • Natural Feature Line
  • Railway Line
  • Road Line
  • Settlement Area
  • Settlement Line
  • Text
  • Tidal Boundary


Please note this data does not include field boundaries; if you require OS boundary information you will need to purchase Master Map data in either a Shape or DXF format. is one of several companies which are able to supply OS data in this format.

All Gatekeeper mapping users have the ability to view a backdrop image (which includes some boundaries) from Bing based on 1:25 000 OS data by selecting the layers icon, ensuring the ‘MS Bing Maps Backdrop’ box is ticked then selecting ‘Ordnance Survey’.

Mapping 2

Plotting tools in Farm Mapping

There are two reasons for this:

  1. Plotting tools do not display if a map scale greater than 1:30000 is selected.
  2. If you wish to plot or measure from the Ordnance Survey layer supplied by Bing you will need to activate the full Bing mapping module. (Users with the ability to import field boundaries from GPS equipment may find this option more useful for their mapping needs).The upgrade from Bing light access carries a minimal licensing cost: for more information please contact Farmplan on 01594 545022.


Year End reports (video)

Incorrect information on reports

Before reports are generated from the Analysis area the database must be refreshed to ensure the results are fully up to date.

In the ‘Refresh Summary Database’ screen (below) tick the required year followed by ‘Refresh Data’.


The ‘Refresh Summary Database’ screen can be opened by clicking the ‘Refresh’ button near the top of the screen.

Modifying a report from the Analysis area

All reports in the analysis area of Gatekeeper can be copied and then modified.

Select the report to be modified then click ‘Setup’ at the top of the Analysis window, click ‘Copy’, ‘Yes’, ‘OK’, and ‘OK’.

When the copied report has been run click ‘Options’ which will allow you to select what data is displayed, column order etc as shown below.


For further information please click on helpicon

Viewing information in acres

To view your area information in a different unit toggle between ha and acres by clicking on the ‘ha’ or ‘Ac’ button at the bottom of the Gatekeeper window.

acres to hectares


Setting up Contract Businesses

Below is a video explaining how to set up a contract business, or click here for notes that can be downloaded.

Setting up Products for Growers

Below is a video explaining how to set up products as a grower, or click here for notes that can be downloaded.

Setting up Tractor Units, Implements and Settings

Below is a video explaining how to set up tractor units, implements and settings, or click here for notes that can be downloaded.

Setting up Crops and Varieties for Growers

Below is a video explaining how to set up crops and varieties as a grower, or click here for notes that can be downloaded.

Recording stock/invoices on Gatekeeper

The user can set up Gatekeeper to record stock quantities or not.

To record the amount used and unit price ONLY, the following approach can be adopted on a heading by heading basis.

The example below uses the ‘Fertiliser’ heading.

Click Setup / Headings then select Variable costs / Nutrition / Fertiliser / Fertiliser.

Change the ‘Stock Mode for Current Stock Period’ to ‘Price list’ and save.

Products within the ‘Fertiliser’ heading will no longer display an in stock quantity, neither will invoices need to be entered for any product within the ‘Fertiliser’ heading.

To enter a product price for the current stock period click Setup / Products(Business), select the product name (within the changed heading) and enter the desired price in the ‘Actual Price’ box.

Setting up one implement with different settings

It is possible to set up an implement with different settings, eg you may wish to record that the sprayer application rates can be 100l/ha and 200l/ha.

To enable the the recording of implements click Tools/Options then within ‘Business’ select ‘Field Jobs’ and tick the ‘Record implements used for Planning and Recording jobs’ box.

To add an implement click Setup/Implements and Settings, then ‘Add Implement’. Select the correct category, type the implement name, and select the correct Sub-category. Click ‘Add Setting’ and enter a name eg 100l/ha. Repeat to enter additional settings.

If you wish a cost to be incurred whenever this setting is selected, tick the ‘Use machinery cost’ box and select the desired cost from the list.

To enter a sprayer capacity and application rate tick the ‘Use capacities’ and the ‘Apply as tank mix’ boxes. Enter the ‘Primary capacity’ (and ‘Secondary capacity’ for a twin tank sprayer) and the planned application rate in the ‘Tank mix volume rate / ha’ box. Select the ‘Spray quality’ and ‘LERAP star rating’ from the list.

When an implement setting is used in a plan it will be displayed in the operator instructions.

Sharing data

Send my field records to my Gatekeeper agronomist

Below is a video explaining how to publish your field records to your agronomist, or click here for notes that can be downloaded.

Setting up a contact and swapping keys

Below is a video explaining how to set up a contact and exchange publishing keys, or click here for notes that can be downloaded.