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Users And Organizations

In this article, you will learn how super admins create customer and farm organizations, invite users, link users to organizations, edit roles, manage notification recipients, and allow trusted users to create orders for customers.

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Add screenshots of Users, Organizations, Invite User, Create Organization, Edit Roles, organization email recipients, linked users, customer-ordering permission, and effective recipients.

Before You Start​

Confirm the user's name, email, company, role, organizations, preferred language, and notification needs before making changes. Access changes can affect what a person sees immediately.

Create A Customer Organization​

  1. Open Users And Organizations.
  2. Select the Organizations tab.
  3. Select New Organization.
  4. Enter the customer company name.
  5. Choose Customer as the organization type.
  6. Add at least one notification email.
  7. Choose the default role for customer users.
  8. Choose the preferred language.
  9. Save the organization.
  10. Confirm the new customer appears in the organization list.

Customer organizations can shop, place orders, review their orders, and manage standing orders when linked users have the right access.

Create A Farm Organization​

  1. Open the Organizations tab.
  2. Select New Organization.
  3. Enter the farm name.
  4. Choose Farm as the organization type.
  5. Add at least one notification email.
  6. Choose the default role for farm users.
  7. Choose the preferred language.
  8. Save the organization.
  9. Confirm the farm appears in the organization list.

Farm organizations can upload availability, enter availability manually, review inventory, and view incoming farm orders.

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Add screenshots of the organization form filled for a customer and for a farm.

Invite A User​

  1. Open the Users tab.
  2. Select Invite User.
  3. Enter the user's name and email.
  4. Choose one or more organizations.
  5. Leave roles empty when the user should use the organization's default role.
  6. Choose a specific role only when the user needs a different responsibility.
  7. Choose whether the user should receive order notifications for linked organizations.
  8. Send the invitation.
  9. Tell the user to accept the invitation from their email.

The user must accept the invitation before signing in.

  1. Open the Organizations tab.
  2. Choose the organization.
  3. Open Linked Users.
  4. Select Link User.
  5. Search for the user.
  6. Choose the user.
  7. Select whether the user should receive order notifications.
  8. Save the link.
  9. Review Effective Recipients to confirm notifications will go to the right people.

Manage Notification Recipients​

  1. Open an organization.
  2. Open Notification Emails.
  3. Add, edit, or remove organization email recipients.
  4. Open Linked Users.
  5. Turn Notify on orders on for users who should receive order messages.
  6. Turn Notify on orders off for users who should keep access but not receive order messages.
  7. For customer organizations, turn Invoice emails on for users who should also receive the organization's invoices. This is a separate switch: a user can receive order messages without invoices, or invoices without order messages. Farm organizations show only the order-email preference because farms do not receive these invoice emails.
  8. Open Effective Recipients to review the final list, which shows for each address whether it receives Orders and whether it receives Invoices.

On small screens, each linked user appears as a stacked member card with labeled preferences and membership actions. Tapping a label, such as Notify on orders, works the same as tapping the switch or button next to it. The same controls appear in a table on wider screens.

The effective recipient list combines organization email addresses and linked users with notifications turned on. It shows the setup as configured, so it still lists recipients for an organization that is currently inactive — see Activate Or Deactivate An Organization for what an inactive organization actually receives.

If Linked Users shows Members could not be loaded, no read has succeeded yet, so nothing is shown. If it shows Member list may be out of date, an earlier read did succeed and a later refresh failed, so what is on screen is that earlier answer — a list of members, or no members at all for an organization whose earlier answer was none. Either way, loading the list never changes a membership or a notification setting, and if you just saw a confirmation such as Member added, that change was saved: only the refreshed list is missing. Select Retry to load the list again. If the message keeps coming back, check your connection and try again in a few minutes.

Edit Roles And Access​

  1. Open the Users tab.
  2. Use the labelled Search users field to find the user.
  3. Select Edit Roles.
  4. Review the organizations connected to the user.
  5. Choose the roles the user needs.
  6. Turn on the customer-ordering permission only for trusted users who should create orders for customers.
  7. Save changes.
  8. Ask the user to refresh or sign in again if they do not see the updated menu.

You cannot edit your own roles or access from this screen. Ask another person with the right access to make those changes.

If the Organizations tab cannot load, it shows an error instead of an empty list. Select Retry after checking your connection; a true empty state appears only when no organizations exist.

Activate Or Deactivate A User​

  1. Open the Users tab.
  2. Find the user.
  3. Choose Activate or Deactivate.
  4. Confirm the change.
  5. Review linked organizations after the change if the user had notification responsibilities.

Use deactivation when a user should no longer sign in, while keeping their work history available.

Activate Or Deactivate An Organization​

  1. Open the Organizations tab.
  2. Find the organization.
  3. Open it for editing.
  4. Set Status to Active or Inactive.
  5. Save changes.

Deactivation is how an organization is retired; organizations are never deleted, so their orders, invoices, and history stay available.

An inactive organization receives no email of any kind — order confirmations, cancellations, updates, and invoices all stop, including for a customer whose primary contact address is on the customer record. Its notification emails and its linked users' Notify on orders and Invoice emails settings are all left untouched, so setting it back to Active restores its messages exactly as they were.

Effective Recipients reflects that state rather than contradicting it: the configured addresses stay listed so the setup can still be reviewed, every delivery column reads as not receiving, and a notice above the list gives the reason.

Orders belonging to an inactive organization still process normally. Where a message cannot be delivered, the order's notification list records it as a failed row that names the reason, so nothing is lost silently.