For districts, many third-party organizations need to reserve event space. The Organizations feature is used to track, organize and validate organizations that need to reserve event space. Organizations are manually created by agents and admins and show such data as organization name, address, primary contact info, email address, website, organization type, etc. Admins can associate an organization as the requesting entity for an event. This article describes the process for an Agent/ Admin to create and view an Organization.
Users must have the “Manage Organizations and Organization Types” permission option to manage the Organizations and Organization Types under the Orgs navigation menu.
Organization Types
Organization Type is a way to group and categorizes organizations to allow for easier search and filtering in the system. There are no “out of the box” Organization Types, so it is recommended that the Admin set up Organization Types before creating an organization. Examples of types of organizations are Church groups, Dancing companies, Summer camps, and Music bands.
Create Organization Type
To create a new Organization Type, navigate to Orgs > Organization Types and click + Add Organization Type at the top right corner.
Please note, when adding Organization Types, external requestors will be prompted to select from the different types when they are creating a new organization. If you do not add any Organization Types, this field will not show for external requestors.
There is a name validation check when saving a new organization type to prevent duplicates. If a duplicate exists when attempting to save, the following error message will be displayed, and the user will be prevented from saving.
Delete Organization Type
Organization Type can be deleted after selecting the Organization Type from the list view and selecting Delete.
After clicking delete, a validation will run to identify if the Organization Type is associated with any Organizations. The system will not allow the Organization Type to be deleted if there are any associations.
Once the system confirms no associations, a message will be displayed indicating that it is safe to delete the organization type.
If the system identifies associations, the following message will be displayed, and the user will not be able to delete the Organization Type. The message identifies the number of organizations that are associated with the Organization Type. To be able to delete the Organization Type, it must be removed from all Organizations.
Creating a New Organization
The following steps outline how to create an Organization.
To create a new organization in Incident IQ, go to Orgs > Organizations and select + New Organization near the top right of the page.
The Organization Details form opens and contains several fields that are necessary to create an Organization.
Field Name | Required/ Optional | Description |
Organization Name | Required | The Organization Name is a required field that is freeform and should be descriptive as it is the first column in the Organization Listing page. Words inside this field are indexed for searching. The organization name will also appear on the Events Details page. There is a name validation check when saving a new organization to prevent duplications. If a duplicate exists when attempting to save, the following error message will be displayed and the user will be prevented from saving.
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Telephone | Optional | The contact phone number for the organization. The field is numerical with validation of a minimum of 9 and a maximum of 15. |
Address | Optional | The Address field is optional. However, as soon as this field is not null, the city, state, and zip fields are required. |
Address 2 | Optional | Freefrom |
City | Optional/ Required | Required if Address field not null. Freeform field. |
State | Optional/ Required | Required if the Address field is not null. A drop-down list of state abbreviations. |
Zip | Optional/ Required | Required if the Address field is not null. Freeform field |
Organization Link | Optional | The official website address for the organization. |
Contact Name | Optional | The name of the person from the organization who is the first point of contact. |
Contact Email | Optional | The email address of the first point of contact. Valid email address validation on this field. |
Additional Contact Name | Optional | The name of the person from the organization who is the second point of contact. |
Additional Contact Email | Optional | The email address of the the second point of contact. |
Organization Icon/Image | Optional | Organization’s icon or emblem graphic. An image can be chosen here (max file size is 10MB). If omitted, the image will default to the IIQ building icon. |
Organization Type | Optional | The Admin can pick an Organization Type from the drop-down containing all the available types maintained in the Organization Types tab. Organization Type is an available filter. |
Organization Status | Required | List of organization statuses with three color-coded options: Approved (Green), Restricted (Red), and Pending Approval (Blue). When creating a new organization, the status defaults to Pending Approval and can be changed if needed. Choosing a status is useful for controlling an organization’s event eligibility. (There are no restrictions/validations by event status at this time) |
Description | Optional | A detailed description of the organization (max 500 characters). |
Attachments | Optional | Files or forms pertaining to the organization, i.e insurance policy, fee agreement doc, etc. Files can be dropped or browsed, max file size is 30 MB. The supported file formats are JPG, PNG, DOC(X), and PDF. The amount of attachments is shown at the top left corner. Options to Download, Preview or Delete attachments are available via the ellipsis.
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Insurance Details Section |
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Field Name | Description |
Insurance Carrier | The name of the Insurance Carrier. |
Policy Number | Policy number for the Insurance. |
Effective Date | Insurance Effectve Date. The Effective date must be before the Expiration date. |
Expiration Date | Insurance Expiratin Date. The Expiration date must be after the Effective date. |
Certificate of Liability Insurance | PDF document of the Insurance can be uploaded here. |
The Insurance Details fields are optional. But if you fill out one of the fields, all insurance fields will become required.
If the Insurance Details fields are not filled out, when an external user requester request an event for this organization, they are required to fill out these fields when requesting an event.
Once completed, select Save Organization, and the new Organization will be added to iiQ.
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Hannah Bailey - Director, Customer Engagement