Organisations

Organizations shows every organisation on VirgilTrack at a glance: who leads it, how many people are active and where it needs attention. Select one to manage it.

The organisations page

Open Organizations from the menu on the left. The top of the page says how many organisations there are, and how many active people they have between them.

Every organisation at a glance

Finding an organisation

• Type in Search organisations… to find an organisation by its name or its CEO’s name.
• Select a status to show only those organisations: All, Approved, Pending, Suspended or Denied. Each shows how many organisations have it.

If nothing matches, you see “No organisations match.”

What each card shows

Part of the card	What it tells you
Logo and name	The organisation, with its type and the month it joined (“since …”).
Status badge	Approved, Pending, Suspended or Denied. See Platform administration.
CEO	Its CEO’s name. “No CEO” means nobody leads it at the moment.
active	People with an open account, including those who haven’t joined yet.
departments	How many departments it has.
no manager	Departments without a manager. Highlighted when it is more than 0.
not joined	People with an account who haven’t set a password yet.

Select a card to open the organisation’s page.

An organisation’s page

The top of the page shows the organisation’s name, status, type, contact email and number, and the date it joined VirgilTrack. Beside them are four counts: active, not joined, former (people who have left) and departments. To go back, select ← All organisations.

The page has four tabs: Leadership, People, History and Settings.

Leadership

Leadership opens first. It shows who leads the organisation.

• Chief executive shows the CEO, their email and how many people report directly to them. If there is none, it says “No CEO. Reports can’t be consolidated until one is appointed.” Select Change the CEO (or Appoint a CEO) to change it.
• Departments and their managers lists each department, how many people it has, and its managers. A department without one shows “No manager”, and a badge at the top counts them. Select Change manager (or Appoint manager) beside a department.

See Change the CEO or a department manager.

The Leadership tab

New organisations may show “No departments yet.” A department appears when the first person in it sets up their account.

People

People lists the organisation’s people. At first it shows Active people; choose Not joined, Managers, Left or All to see others. Type in Search people… to find someone by name or email.

Column	What it shows
Person	Their picture, name and email.
Department	Their department.
Role	CEO, Manager or Staff.
Reports to	Their manager. “Nobody” means they have no manager set; the CEO shows “–”.
Status	Active, Invited, not joined (they have an account but haven’t set a password) or Left.

People who were invited by email but haven’t set up their account yet aren’t listed here. You’ll find them in the Team Members table on the organisation’s sign-up page. See Review sign-ups.

Each row has buttons for that person:

Button	What it does	More
Manage	Opens the support panel: profile, sign-in help and moving them to another organisation.	Help someone with their account
Password link or Resend invite	Both email them “Set your VirgilTrack password”, with a link to set a password. Resend invite is shown for people who haven’t set a password yet.	Help someone with their account
Make CEO	Starts a CEO change with this person already chosen.	Change the CEO or a department manager
Leaving…	Records that they’re leaving: their account is deactivated and their work handed over.	When people join or leave
Rejoin	Shown for people who have left. Lets them sign in again.	When people join or leave

Invite someone, above the table, invites a new person. See When people join or leave.

The People tab

History

History lists the organisation’s last 100 recorded changes, newest first. Each entry has a label, a summary, the date and time, and who made the change (“by system” if VirgilTrack did it).

Label	What happened	Example
CEO	The CEO changed.	“Helena Iipumbu became CEO, replacing Amara Nangolo (left).”
Manager	A department manager was appointed or replaced.	“Lina Kambonde now manages Finance & Accounting, replacing Daniel Shikongo.”
Left	Someone left, and their work was handed over.	“Petrus Amutenya left; work handed to Daniel Shikongo.”
Reactivated	Someone who had left rejoined.	“Petrus Amutenya was reactivated.”
Invited	An administrator invited someone.	“Maria Nangula (maria@example.com) was invited to Finance & Accounting.”
Access	Access was suspended or restored.	“Access suspended.”
support	An administrator helped someone with their account.	“Cleared Lina Kambonde’s sign-in lockout.”
move	Someone moved to or from another organisation.	“Kevin Strauss moved from Kalahari Springs Municipality to Oshana Plains Town Council.”

If nothing has happened yet, you see “No changes recorded yet.”

Settings

Settings has two cards: Details and Access.

Details holds the organisation’s Name, Contact email, Contact number, the month its financial year starts (Fiscal year starts) and its Team size. Change what you need and select Save details. “Saved.” confirms it. The name can’t be empty: if it is, you see “The organisation needs a name.”

Access shows the organisation’s status and lets you pause it. See the next section.

Suspend or restore an organisation’s access

Suspending marks an organisation’s access as paused, for example when a subscription is unpaid. Nothing is deleted.

Caution

In this version, suspending doesn’t stop anyone signing in. The Access card says “Suspending stops everyone in this organisation from signing in (for example, unpaid subscription). Nothing is deleted.” But people in a suspended organisation can still sign in on the Sign In page and use VirgilTrack as normal, and they see no message about it. To stop one person signing in now, lock their account on the Users page. See Users and Known limitations.

1. Open Organizations and select the organisation.

2. Select the Settings tab.

3. Under Access, select Suspend access.

4. Your browser asks “Suspend access for everyone in this organisation?” Select OK.

   “Access suspended.” confirms it. The status becomes Suspended.

To give access back, open the same card and select Restore access. Confirm “Restore access for this organisation?”. The status goes back to Approved.

Both changes are recorded on the History tab, labelled Access. The organisation’s card on the Organizations page shows its status, and the Suspended filter lists it.

Note

Only approved organisations can be suspended. For a pending or denied organisation, the Access card says “Pending and denied sign-ups are handled on the sign-up page.” and links to it. See Review sign-ups.

Other ways in

• On the Users page, select an organisation’s name in the Organisation column, or choose the organisation and select Manage organisation. See Users.
• On an approved organisation’s sign-up details page, select Manage organisation. See Review sign-ups.
• If your own account belongs to an organisation, Settings›, then Organisation has a Leadership and people card. It opens that organisation’s page. See Settings.

Related

• Change the CEO or a department manager
• When people join or leave
• Review sign-ups