Set up and manage your organisation

An organisation is your company, or your team, in PlexiDesk. It gives everyone in it a shared workspace, a channel to talk in, and a place in the People area and on the People Map. You set it up on the Organisation page: create it, invite people, give each person a role, and keep track of changes.

Before you start

• Plan. The Organisation page is part of the Team plan. See What each plan includes.
• Sign in. Organisations belong to your PlexiDesk account. See Create an account and sign in.
• Your role decides what you can do. Owners and admins manage the organisation. Members and guests can see the page and edit their own profile. See Roles.

Open the Organisation page

Use any of these:

• In the People area, under Apps, click Organisation.
• Click the workspace switcher at the top of the menu on the left, then Manage organisation.
• Open Settings, click the Organisation tab, then Manage organisation.

The page is titled Organizations. It shows the organisation you are working in, chosen with the workspace switcher. See Organisation settings and switching workspaces.

Across the top, four counts show how many Organizations you belong to and how many Members, Offices and Pending invites this one has.

Create an organisation

1. On the Organisation page, click in the New organization… box.
2. Type the organisation's name.
3. Press Enter, or click the + button beside the box.

You become the organisation's owner. Every new organisation starts with a #general chat channel, so the team has somewhere to talk from day one. See Direct messages and channels.

To work in the new organisation, choose it in the workspace switcher.

Invite people

You need to be an owner or admin.

1. On the Organisation page, click in the Invite by email… box and type the person's email address.
2. In the menu beside it, choose their role: admin, member or guest.
3. Click Invite, or press Enter.

What happens next depends on whether the person already has a PlexiDesk account with that address:

• They have an account: they are added straight away, and the page says Added to the organization. They join the organisation's chat channels too.
• They do not have one yet: the page says Access granted. They will join when they sign in with that email. No email is sent from here. The invitation appears under Pending invites until they create an account with that address.

Inviting someone outside your organisation

If you invite someone as a guest, or someone whose email address is outside your organisation's domain, PlexiDesk asks you to confirm first. The window explains what they will get access to. Click Invite external person to go ahead.

Your organisation's domain comes from its single sign-on settings. See Single sign-on and directory sync.

Allow or block invitations outside your domain

Owners and admins see a box that starts Allow inviting people outside. It is ticked to start with.

• Ticked: you can invite anyone.
• Unticked: only people at your organisation's domain can be invited, and sharing outside it is flagged.

The setting needs a domain to work against. Until single sign-on is set up with your email domain, the box says Set an SSO domain below to enforce this.

Cancel an invitation

Under Pending invites, click the × beside the invitation. You need to be an owner or admin.

Roles

Each person's role is shown beside their name. Owners and admins change it with the menu beside each person.

Two rules keep an organisation safe:

• Only an owner can make someone an owner, or change an owner's role.
• An organisation always keeps at least one owner. To hand it over, make the other person an owner first, then change your own role.

Change someone's role

1. On the Organisation page, find the person in the list.
2. In the menu beside their name, choose owner, admin, member or guest.

The change applies straight away. If it is not allowed, the page says why, for example Only an owner can grant or change owner.

Remove someone, or leave

• Remove someone: click the remove button at the right of their row. Its tooltip says Remove. You need to be an owner or admin, and only an owner can remove another owner.
• Leave the organisation: click the leave button at the right of your own row. Its tooltip says Leave.

Removing someone takes them out of the organisation. It does not delete their PlexiDesk account or their own work. If you leave, the organisation disappears from your workspace switcher.

Rename the organisation

Owners and admins can click the organisation's name at the top of the members list, change it, and click away. The new name is saved when you leave the box.

Review the audit log

Owners and admins see an Audit log below the offices. It lists recent changes with the time, who made them and what they did, such as invited a member, changed a member role, added an office, signed in or turned on two-factor. When there is nothing to show, it says No activity recorded yet.

Tips

• Set up offices and profiles next. They put people on the People Map and make the directory searchable. See Offices, working hours and profiles.
• Use guest for clients and contractors who should read what you share but not change it.
• Keep two owners, so the organisation is never left without one who can make changes.

Common questions

I can't see the invite box or the role menus. They are for owners and admins. Your role is shown at the top of the members list, for example you are member.

The person I invited can't see the organisation. They need to sign in with the exact email address you invited. If they signed up with a different address, cancel the invitation and invite that address instead.

It says "This organization only allows people at" a domain. Invitations outside your domain are turned off. An owner or admin can tick Allow inviting people outside to allow them.

Can I delete an organisation? Not from the Organisation page. Contact us and we will help. See Get help and support.

Does removing someone delete their work? No. Their account and their own work stay as they are. They lose access to the organisation's workspace.

Related tasks

• Organisation settings and switching workspaces
• Offices, working hours and profiles
• Single sign-on and directory sync
• The People area
• Share with your team or a group