To approve an existing organization, select it from the organization list from Orgs > Organizations.

The Organization Details form will open, allowing users to select the Approved status from the Organization Status drop-down. Once Save Organization is selected, the organization will now appear in an Approved state.

The Admin may restrict an Organization for different reasons.

i.e., expired insurance, failure to clean up after an event, failure to lock up after an event, etc.

If the situation changes and the reason for restricting is no longer there, the Admin will be able to easily change the status from Restricted to another in the Organization Status drop-down.

To restrict an existing organization, select it from the organization list from Orgs > Organizations.

The Organization Details form will open, allowing users to select the Restricted status from the Organization Status drop-down. Once Save Organization is selected, the organization will now appear in a Restricted state.

The Admin can delete an Organization if it is a duplicate and was entered by mistake (with a variation in name, like i.e., BSoA versus Boy Scouts of America), or if an Org no longer exists, and the Admin does not want to keep it in the list.

To delete an existing organization, select it from the organization list from Orgs> Organizations.

The Organization Details form will open, allowing users to select Delete in the top right corner.

A confirmation modal will be displayed, asking the user to confirm that the organization should be deleted.

The Organization Details section contains the details of the Organization. Admins can edit and make updates to the organization in this section.

Clicking on the Organization opens the Details Page.

The Events tab on the Organization Details page displays a grid of all events associated with this organization, including past, present, and upcoming events, regardless of any fees. The events are organized by date, followed by start time.

The grid includes the following columns:

The bulk actions are not visible if the user does not have the Manage Events permission option.

On the Events tab, you can:

You can delete the Organization from the Events page by selecting More and then Delete Organization.

An Organization can only be deleted if no events use it; otherwise, a warning message will indicate that it cannot be deleted.

The Total cards at the top of the Organization record display the event and billing totals, including Total Events, Total Amount Invoiced, Total Payments Made, and Total Due. These cards retrieve data from the installed app. If multiple apps are installed, the system will only pull data from the first app alphabetically.

If any search or filter adjustments are made, the totals in the Total Amount Invoiced, Total Payments Made, and Total Due cards will reflect the change. This means that the adjustment amount will be reflected by deducting it from the totals.

After saving and reopening an Organization, the user can go to the second tab called Users. Using the drop-down they can attach/associate a user as being related to that organization. There is no limit to the number of users that can be attached. Clicking on the Remove button will remove that user. The users are auto-saved on selection and removal. The changes are reflected in the History tab.

The Info Section contains Created or Last Update name and date. It also contains a count of the revisions on the Organization.

To view past changes, details, and time stamps for revisions, click View History.

The Organizations list view is the primary location for viewing Organizations, their details, and their status. To view Organizations, select the section on the left-hand navigation.

By default, Organizations are listed in alphabetical order. To assist with finding a specific organization, the Name and Status columns can be sorted in ascending or descending order.

Each organization has a status showing in a different color:

In addition to using the default organization list, one or more filters can be used to create a smaller, more relevant set of results. Filters allow advanced searches by organization Name, Type, and Status.

Select Filter in the top right of the organization page to begin using a filter.

After selecting a filter, the user will be asked to select the specific data to display from the chosen filter category. Alternatively, selecting the Exclude checkbox will search for all organizations that do not match the chosen criteria.

The example below shows the Organization Status filter with the Approved status selected.

After Save Selection is selected, the Organization list shows only the organizations that are in the Approved status. The selected filter is displayed above the list of approved organizations in the view. Add Filter can be used to apply multiple filters to the view, allowing the user to be as broad or specific as needed.

To remove the filter, hover over the top right corner of the filter selection and click the red “X.”

The Rules area in the Events product will now have Organizations as a rule type. This will allow districts to automate actions based on Organization triggers, such as when an Organization is Created, Updated, Approved, Restricted, and On a schedule.

The actions on the New Rule for Organizations are ‘Web hook’ and ‘Set organization status’. It allows setting up a rule like 'When a new Org is created, if they upload insurance, automatically approve that Org.

If Insurance is Expired (set daily or monthly) - Set Organization status to Restricted

If Organization Status is Restricted AND Insurance is not Expired - Set Organization Status to Pending Approval

If the Org Status is Pending Approval - Send for Approval AND Send email alert to the person who submitted

If the Org Status is Restricted - Cancel the Ticket AND Send email alert to the person who submitted

Custom Fields can be added to Organizations in Events. The same custom fields are available as filters in the Org Rules.

Admin > Rules > Organizations

Example - filter conditions by a custom field - Organization Classification - 2a. Non-Profit Local Orgs

When an Org is created and if it’s marked as a non-profit, set Org status to Approved.

Example - filter conditions by a custom field - Are you located outside of New York County?

When an Org is created and if it’s located outside of New York County, set Org status to Restricted. (District that only supports events for Orgs that are within their County or District)

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Hannah Bailey - Director, Customer Engagement