Organizations are created for a number of reasons depending on which modules and features are being used. Individuals are attached to Organizations as Members. A record for the person with a unique email address must be created in the system before they can be added as a Member of the Organization.
Organizations can be used when Instructors for enrichment Courses are attached to an external vendor or company. The Organization would reflect the vendor or company name. Each member would use a unique email to log into the Course Roster app for attendance or to see enrollments and/or download roster reports online.
Organizations can also be used for groups that will be requesting use of Facility space. An example is a scout troop has various leaders making requests for meeting space. They are also used in conjunction with Child Care Assistance (where the Organization represents the source that is paying) or when setting up scholarships or discounts.
There is a field for creating an Organization Discount that can be applied to course enrollments by staff on the Admin side. An example is a health care organization like UCare that can provide a particular discount (up to a certain amount). Another would be if a group is providing a scholarship. The name of the Organization is not reflected in the discount is applied. When naming that discount under the Organization, staff can include the name of who is providing it to help with tracking and ensuring the correct discount is being applied (Rotary Scholarship, Booster Scholarship, etc).
To create an Organization, follow the steps below:
- Point to Contacts
- Select Organizations.
- Select Add Organization.
- Complete the New Organization Form.
- Select Create.
- To add a Member to the new Organization, select Add Member.
- Search for an existing Person and select their name from the blue box. Note: Be sure to confirm the email address for the record being selected.
- Enter the Member's Position within the Organization (optional).
- If the Member should have access to the facility account on the Public side (i.e. to make payments, submit new requests, etc), ensure the option for Can manage organization online is set to Yes.
- Select Create.
To add or remove members from an existing Organization, follow the steps below:
- Point to Contacts
- Select Organizations.
- Search for and select the desired Organization.
- Select Show Organization.
- To remove an existing member, use the red Remove icon to the right of their name then select OK.
- To add a new member, select Add Member.
- Search for an existing Person and select their name from the blue box. Note: Be sure to confirm the email address for the record being selected.
- Enter the Member's Position within the Organization (optional).
- If the Member should have access to the facility account on the Public side (i.e. to make payments, submit new requests, etc), ensure the option for Can manage organization online is set to Yes.
- Select Add Member.