Organization management

Overview

In Waldur, an organization represents a configurable grouping unit that can be adapted to various contexts such as research groups, institutions, departments, or working groups. Each organization has an designated owner who manages the organization's projects, users, and associated resources.

Create a new organization

Note

Organization creation is only allowed for users in Staff role!

1. Login to Waldur and select "Organizations" from the left-side menu and then select "Add" from the right.

2. Fill the form and click "Create organization":

   • Name - Name of the organization
   • Contact email - email of the person, who is responsible for the organization

3. Organization edit page opens, where it is possible to add additional information, like policies, contact information. It is beneficial to assign a predefined category group (like private company, university, government, individial person etc) to organization.

Note

After the creation of the organization by the staff user, organization owners can manage organization details. To do this, navigate to the organization dashboard and select Edit.

Organization configuration

The organization edit interface consists of six main tabs, each containing specific configuration options:

Basic details

• Name - Full organization name
• Abbreviation - Short form of organization name
• Address - Physical location
• Postal code - Postal/ZIP code
• Country - Country of registration
• Organization groups - Associated group categories
• Location - Geographic location

Identifiers

• UUID - System-generated unique identifier (non-editable)
• Slug - URL-friendly identifier (non-editable)
• Registration code - Official registration number
• Agreement number - Contract reference number
• Sponsor number - Sponsorship identifier

Contact information

• Email - Primary contact email
• Phone number - Contact telephone
• Contact details - Additional contact information
• Homepage - Organization's website
• Notification emails - Additional addresses for organization notifications, separated by commas
• Invoice emails - Addresses that receive the organization's invoices, separated by commas

Invoice recipients

Monthly invoice emails, with the invoice attached as a PDF, go to the organization owners by default. When Invoice emails is set, they go to those addresses instead, and the owners no longer receive them. The same addresses receive the notice that a fixed-price contract is about to end. Clear the field to send invoices to the owners again.

Whenever the list changes, the owners are emailed the old and new recipients and the name of the person who made the change, so invoices cannot be redirected unnoticed.

Note

Like every Waldur notification, both emails are disabled until an operator enables them. With the Helm chart, list them under waldur.notifications:

waldur:
  notifications:
    invoices.notification: true
    invoices.invoice_emails_changed: true

Enable invoices.invoice_emails_changed whenever invoices.notification is enabled; otherwise invoice recipients can be changed without the owners being told.

The field is shown where the deployment emails invoices automatically, which operators enable with the send_customer_invoices feature of the Helm chart. Staff always see it, because they can send an invoice by hand from the invoice page. A list that is already set stays visible to everyone who can edit the contact information, so it can always be reviewed and cleared.

Access control

To configure network access restrictions add access subnets by specifying:

• CIDR - Network address range
• Description - Purpose or identifier for the subnet

Billing

Contains billing-related configurations:

• Billing details
• Tax information

Call manager

You can enable Call manager by enabling the radio button:

• Enable call manager

Service provider

You can register organization as a service provider by pressing the button:

• Register as service provider

Remove

Provides organization removal functionality:

• Click "Remove organization" button to delete the organization

Note

Organization removal should be handled with caution as it may affect associated projects and users. Ensure all necessary data is backed up before proceeding with organization removal.