Organization Management

Organization Management

Organizations are the top-level containers in Oliver AI's multi-tenant architecture. Each organization has its own team members, products, subscriptions, goals, and analytics.

What Is an Organization?

An organization represents a company, division, or group using Oliver AI. Key attributes:

Field	Description
ID	Unique identifier
Name	Organization display name (must be unique)
Status	Active or inactive
Created By	The user who created the organization
Created At	When the organization was created

How Organizations Are Created

Organizations are created automatically when a new user registers:

1. User fills out the registration form with their organization name.
2. The system creates a new Organization record.
3. The user is assigned as the creator with the customer admin role.
4. The user's organization_id is set to the new organization.

Organization Hierarchy

Within an organization, the structure is:

Organization
  +-- Locations (optional, for multi-store)
  +-- Users (manager, employee)
      +-- Team Members (linked to managers)
  +-- Products
  +-- Subscriptions and billing periods
  +-- Goals
  +-- Practice Sessions
  +-- Evaluations

All data within the platform is scoped to the organization level, ensuring complete isolation between different organizations.

Managing Organizations

Viewing Organization Details

1. Navigate to Admin > Organizations (superadmin) or Settings (admin).
2. View the organization profile with:
   • Name and status
   • Member count
   • Subscription, trial, seat, and usage allowance state
   • Creation date

Updating Organization Settings

Admins can update their own organization:

1. Go to Settings > Organization.
2. Edit the organization name or other configurable fields.
3. Save changes.

Superadmins can update any organization from the admin dashboard.

Organization Data

Each organization contains isolated data sets:

Team Members

• All users belong to exactly one organization.
• Team member relationships (employee-to-manager) exist within the organization.
• User unique IDs follow the pattern ORG{id}-U-{sequence}.

Products and Scenarios

• Products are created within an organization.
• Scenarios and domains are scoped to the organization.
• Practice sessions reference organization-specific products.

Subscriptions and Billing

• Each organization has one current trial or subscription state.
• Seats and payment history are tracked per organization.
• AI usage is tracked at the organization level against the current billing period.

Goals and Analytics

• Goals are created within an organization context.
• Analytics and insights are aggregated at the organization level.
• Leaderboards rank members within the same organization.

Multi-Organization Scenarios

Some platform configurations may involve multiple organizations:

• Franchise groups -- Each franchise location can be a separate organization.
• Enterprise divisions -- Large enterprises may have separate organizations for different business units.
• Resellers -- Partners managing multiple client organizations.

Organization Health Indicators

When managing organizations, watch for these signals:

Indicator	Healthy	Concerning
Active users	Regular logins and practice sessions	No logins in 30+ days
AI allowance	Sufficient for current usage rate	Allowance pressure with active users
Training engagement	Regular practice across the team	Sporadic or no practice activity
Practice frequency	Regular sessions across the team	Sporadic or no activity
Evaluation scores	Stable or improving trend	Declining averages

Deactivating an Organization

If an organization needs to be shut down:

1. Deactivate all user accounts.
2. Set the organization status to inactive.
3. Cancel or close out any active subscriptions.
4. Historical data is preserved for record-keeping.

Warning: Deactivating an organization prevents all its members from logging in and using the platform. Ensure all stakeholders are informed before making this change.

Best Practices

• One organization per entity -- Keep the mapping clean between real-world companies and Oliver AI organizations.
• Regular housekeeping -- Deactivate organizations that are no longer active.
• Monitor AI usage -- Keep an eye on organizations that consume allowance faster than expected.
• Ensure admin coverage -- Every organization should have at least one admin who can manage settings independently.