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Organization Management

Organizations provide a powerful way to group related events under a single administrative umbrella. As a System Admin, you have the ability to create, manage, and oversee all organizations in the system.

Overview​

Organizations in Conducky allow for:

  • Hierarchical Structure: Group related events under organizations
  • Distributed Administration: Delegate event management to organization admins
  • Centralized Oversight: Maintain system-wide visibility while enabling autonomous operation
  • Scalable Management: Support multiple organizations with different governance structures

Organization Creation​

Creating Organizations​

Only System Admins can create new organizations:

  1. Navigate to Admin → Organizations
  2. Click Create New Organization
  3. Fill in the required information:
    • Name: Display name for the organization
    • Slug: URL-friendly identifier (must be unique)
    • Description: Optional description of the organization's purpose
    • Website: Optional organization website URL

Initial Setup​

When creating an organization:

  • The creator (you) becomes the first Organization Admin
  • The organization starts with no events
  • Default settings are applied
  • An organization slug is generated for URL routing

Organization Administration​

System Admin Capabilities​

As a System Admin, you can:

  • View All Organizations: See complete list of organizations and their details
  • Create Organizations: Set up new organizations as needed
  • Delete Organizations: Remove organizations and all associated data (use with caution)
  • Monitor Activity: View organization-level activity and statistics
  • Access Organization Data: Join any organization to provide support or oversight

Organization Oversight​

Monitoring Organizations​

Use the organization dashboard to:

  • View organization statistics (events, members, reports)
  • Monitor organization activity and health
  • Identify organizations that may need support
  • Track system-wide organization metrics

Accessing Organization Data​

To access an organization's data:

  1. Navigate to Admin → Organizations
  2. Find the target organization
  3. Click Access Organization
  4. You'll be temporarily added as an Organization Admin
  5. Access organization events, reports, and settings as needed
  6. Remove yourself when oversight is complete

User Management​

Organization Roles​

Understanding organization roles:

  • Organization Admin: Full control over organization settings, events, and members
  • Organization Viewer: Read-only access to organization information and events

Managing Organization Members​

While organization admins typically manage their own members, System Admins can:

  • View all organization memberships
  • Add/remove members in emergency situations
  • Change member roles when needed
  • Resolve access disputes

System Configuration​

Organization Settings​

Configure system-wide organization settings:

Global Organization Policies​

  • Creation Permissions: Control who can request organizations
  • Naming Conventions: Establish slug and naming standards
  • Default Settings: Set default organization configurations
  • Resource Limits: Set limits on events per organization

Organization Features​

Enable/disable organization features:

  • Logo upload capabilities
  • Custom branding options
  • Invite link functionality
  • Cross-organization reporting

Database Management​

Organization Data Structure​

Organizations add the following to your database:

  • Organization records
  • Organization memberships
  • Organization invite links
  • Organization logos
  • Organization audit logs

Backup Considerations​

Ensure backups include:

  • Organization configuration data
  • Membership relationships
  • Organization-specific settings
  • Logo and branding assets

Monitoring and Analytics​

Organization Metrics​

Track important organization metrics:

  • Organization Count: Total active organizations
  • Member Distribution: Users per organization
  • Event Distribution: Events per organization
  • Activity Levels: Organization usage patterns

System Health​

Monitor organization-related system health:

  • Database Performance: Organization query performance
  • Storage Usage: Logo and asset storage
  • API Usage: Organization endpoint utilization
  • Error Rates: Organization-related errors

Reporting​

Generate system-wide reports:

  • Organization growth trends
  • Cross-organization analytics
  • Resource utilization
  • User adoption metrics

Security Considerations​

Access Control​

Ensure proper security:

  • Data Isolation: Organizations cannot access each other's data
  • Role Separation: Clear distinction between organization and system roles
  • Audit Logging: Track all organization-related actions
  • Permission Verification: Regular access control audits

Invite Management​

Monitor organization invites:

  • Track invite usage patterns
  • Identify potential security issues
  • Manage expired or unused invites
  • Monitor for invite abuse

Troubleshooting​

Common Issues​

Organization creation fails

  • Check slug uniqueness
  • Verify required fields
  • Review database constraints
  • Check system logs for errors

Migration issues

  • Verify source event permissions
  • Check target organization capacity
  • Review user role assignments
  • Validate data integrity

Access problems

  • Verify user organization membership
  • Check role assignments
  • Review permission inheritance
  • Validate authentication state

Performance Issues​

Slow organization queries

  • Review database indexes
  • Analyze query patterns
  • Consider data archiving
  • Optimize organization relationships

Storage concerns

  • Monitor logo storage usage
  • Implement asset cleanup
  • Consider CDN for logos
  • Archive old organization data

Best Practices​

Organization Design​

  • Clear Purpose: Each organization should have a clear, defined purpose
  • Appropriate Scale: Size organizations appropriately for their use case
  • Logical Grouping: Group related events and activities
  • Growth Planning: Plan for organization growth and evolution

Administrative Practices​

  • Regular Reviews: Periodically review organization structure and membership
  • Documentation: Maintain clear documentation of organization purposes and policies
  • Communication: Keep organization admins informed of system changes
  • Training: Provide training for new organization admins

System Maintenance​

  • Regular Backups: Ensure organization data is included in backup procedures
  • Security Audits: Regularly audit organization access and permissions
  • Performance Monitoring: Monitor organization-related system performance
  • Update Planning: Plan organization feature updates carefully

Migration Planning​

From Single-Tenant to Multi-Organization​

When migrating from a single-tenant Conducky instance:

  1. Assessment: Evaluate current event structure and relationships
  2. Organization Design: Plan logical organization groupings
  3. User Mapping: Determine user roles in new organization structure
  4. Migration Strategy: Plan phased migration approach
  5. Testing: Test migration process with non-critical events
  6. Communication: Inform users of changes and new procedures

Future Considerations​

Plan for future organization needs:

  • Scalability: Ensure system can handle organization growth
  • Feature Evolution: Plan for new organization features
  • Integration: Consider integration with external systems
  • Governance: Develop governance models for large-scale deployments

API Management​

Organization APIs​

Monitor organization API usage:

  • Track API endpoint utilization
  • Monitor for abuse or unusual patterns
  • Ensure proper rate limiting
  • Review API security regularly

Integration Support​

Support organization integrations:

  • Provide clear API documentation
  • Assist with integration planning
  • Monitor integration health
  • Support troubleshooting efforts

Organizations provide a powerful way to scale Conducky for large deployments while maintaining security and proper access control. Regular monitoring and maintenance ensure smooth operation for all organization users.