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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. Select Organizations in the sidebar and click Add.

  2. Enter the organization's Name and a Contact email, the address of the person responsible for the organization, and click Create.

    Create an organization dialog

  3. The organization's Edit tab opens, where you can add more information, such as the address, contact details and billing settings. It is beneficial to assign a predefined organization group (like private company, university, government, individual person etc) to the 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 these tabs, each containing specific configuration options: Basic details, Contact, Access control, Roles, Billing, Call manager, Service provider and Remove.

Basic details

The Details card is split into sub-tabs.

Basic info

  • Name - Full organization name
  • Abbreviation - Short form of organization name
  • Description - Free-text description
  • Organization groups - Associated group categories

Address

Country, city, state, parish, street, house number, postal code, apartment number, household and geographic location.

Settings

  • Maximum number of service accounts
  • Default grace period (days) - applied to projects that do not set their own, see Grace period
  • Available affiliations - affiliations offered to project creators in this organization
  • Display billing info in projects
  • Project slug template - how slugs of new projects are built
  • Project metadata schema - the checklist used to collect project metadata

Identifiers

  • UUID - System-generated unique identifier (non-editable)
  • Slug - URL-friendly identifier; changing it may break external integrations
  • Registration code - Official registration number
  • Agreement number - Contract reference number
  • Sponsor number - Sponsorship identifier

Media

The organization's logo.

Basic details of an organization

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

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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:

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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

Access subnets lists the organization's trusted networks: address ranges (CIDR) with a description, each trusted for signing in to the portal and/or reaching the organization's resources of particular offerings, see Access subnets. Membership restrictions limits who can become a member: when restrictions are configured, only users that match at least one of them can join the organization.

Roles

Lists the roles available in the organization. Staff users can clone a system role into the organization and adjust it, see Organization-scoped roles.

Billing

Contains billing-related configurations:

  • Accounting start date - the date billing starts for the organization
  • VAT code, Private person and Tax percentage - tax information used on invoices

Billing tab of an organization

Call manager

You can make the organization a call manager, which lets it run calls for proposals, by switching on Enable call manager.

Call manager tab of an organization

Service provider

You can register organization as a service provider by pressing Register as service provider, see Service provider registration.

Service provider tab of an organization

Remove

Click Remove organization to delete the organization. Removing it deletes all related resources, and a removed organization cannot be restored.

Remove tab of an 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.