Organization Management

Organization Management Guide

This guide covers how platform administrators manage multiple church organizations in a multi-tenant deployment.

Table of Contents

1. Overview
2. Accessing Organization Management
3. Managing Organizations
4. Branding Configuration
5. Feature Flags
6. Organization Members
7. Best Practices

Overview

Platform administrators have access to manage all organizations in the system. This includes creating new churches, configuring their branding, enabling/disabling features, and managing member access.

What is a Platform Admin?

A platform admin has super-admin access across all organizations. This role is distinct from regular admin roles:

Requirements

To access organization management, your account must have:

• The `is_platform_admin` flag set to `true` in your profile
• This is typically configured directly in the database by a system administrator

Accessing Organization Management

1. Log in with a platform admin account
2. Navigate to Admin in the main menu
3. Click Organizations in the admin sidebar
4. You'll see the organizations list page

Organizations List Features

The list page shows all organizations with:

• Name and Slug: Organization identifier and URL-friendly slug
• Status: Active or inactive badge
• Member Count: Number of users in each organization
• Quick Actions: Edit, manage members, or view details

Search and Filter:

• Use the search box to find organizations by name or slug
• Filter by status (All, Active, Inactive)

Managing Organizations

Creating a New Organization

1. Go to Admin > Organizations
2. Click Create Organization button
3. Fill in the organization details:

1. Click Create Organization to save

Editing an Organization

1. Go to Admin > Organizations
2. Click on an organization or the Edit button
3. Modify the fields as needed
4. Click Save Changes

The edit page includes:

• Color Preview: Real-time preview of your branding colors
• Sample UI Elements: See how colors will look on buttons and headers
• Unsaved Changes Warning: Prompted if you navigate away with changes

Deactivating an Organization

To temporarily disable an organization without deleting it:

1. Edit the organization
2. Uncheck Is Active
3. Save changes

Inactive organizations:

• Cannot be accessed by non-platform-admin users
• Retain all data and configuration
• Can be reactivated at any time

Branding Configuration

Each organization can have custom branding applied throughout their experience.

Color Settings

Tips for Color Selection:

• Ensure sufficient contrast for accessibility
• Use the preview panel to test colors before saving
• Consider your organization's existing brand guidelines

Logo Configuration

• Enter the full URL to your logo image
• Recommended size: 200x50 pixels for header display
• Supported formats: PNG, JPG, SVG, WebP
• Use transparent backgrounds for best results

Where Branding Appears

Organization branding is applied to:

• Header and navigation
• Buttons and interactive elements
• Accent borders and highlights
• Email templates (where supported)

Feature Flags

Feature flags allow you to enable or disable specific features per organization. This is useful for:

• Phased feature rollouts
• Different subscription tiers
• Hiding features that don't apply to certain churches

Available Feature Flags

How Feature Flags Work

When a feature is disabled:

• The navigation link is hidden
• API endpoints return 403 Forbidden
• Related pages show an access denied message

When a feature is enabled:

• Full functionality is available
• Navigation items appear in the sidebar

Organization Members

Viewing Members

1. Go to Admin > Organizations
2. Click Members on an organization or navigate to the members page
3. View all users associated with the organization

Member Information

The members list shows:

• Name: User's display name
• Email: User's email address
• Role: Organization-level role (admin, staff, member)
• Joined: When they joined the organization

Adding Members

1. Go to the organization's members page
2. Click Add Member
3. Search for an existing user by email
4. Select their organization role
5. Click Add

Removing Members

1. Find the member in the list
2. Click Remove
3. Confirm the removal

Note: Removing a member from an organization does not delete their account. They can still be members of other organizations.

Changing Member Roles

1. Click the role dropdown next to a member
2. Select the new role
3. The change is saved automatically

Best Practices

For Multi-Tenant Deployments

1. Naming Conventions: Use clear, consistent naming for organizations
2. Slug Format: Keep slugs lowercase, alphanumeric with hyphens
3. Active Status: Deactivate rather than delete organizations
4. Feature Rollout: Test new features with one organization first

For Branding

1. Test Colors: Use the preview to ensure colors work well together
2. Accessibility: Verify contrast ratios meet WCAG guidelines
3. Consistency: Document brand colors for each organization

For Member Management

1. Audit Regularly: Review member lists periodically
2. Role Appropriateness: Ensure users have the minimum needed role
3. Platform Admin Access: Limit platform admin accounts

Troubleshooting

Cannot Access Organizations Page

Problem: The Organizations link doesn't appear in the sidebar.

Solutions:

• Verify your account has `is_platform_admin = true`
• Check with a database administrator if unsure
• Platform admin status cannot be set through the UI

Organization Not Appearing

Problem: A newly created organization doesn't show in the list.

Solutions:

• Refresh the page
• Check if "Active" filter is excluding it
• Verify the organization was saved successfully

Branding Colors Not Applying

Problem: Changed colors but the organization still shows default colors.

Solutions:

• Verify changes were saved (check for success message)
• Clear browser cache
• Check that colors are in valid hex format (#XXXXXX)

Getting Help

If you need assistance with organization management:

• Review this help guide
• Contact the church office for platform support
• For technical issues, contact the system administrator