Easily manage everything around your Organization – such as Sharing Offer integrations, your Organization Members, costs and payment methods.
This article explains the main to-dos as an Organization Admin related to the Organizations Feature.
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Sharing offer integrationand conditions explained
Sharing Operators can decide to give Organizations access to their Sharing Offers. They can invite Organizations like yours and manage the access states and conditions of usage for every Organization.
For Organizations this is the opportunity to use external fleets of vehicle sharing operators for their B2B cases, manage and track their Organization Members (Drivers) bookings.
The use case becomes even more attractive if Drivers can use the vehicles additionally for private bookings on their costs.
For a proper setup and smooth integration an Organization Admin needs to interact with the Provider Admin. The basic to-dos to get going are explained below.
Properties
Provider Admins can define different parameter for single Organizations like yours:
Organizations only or additional private usage by drivers
Payment Method or Pay by Invoice
Billing cycle (instantly or monthly)
Main To-dos as Organization Admin
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How to create an Organization
Preconditions:
There is an existing Sharing Offer that enabled usage by Organizations
You have a contact point (Website, contact person, …) to this Sharing Offer
Receive a Set up Link by the provider of this Sharing Offer.
Options can be:
a) A Provider sends you the link (e.g. via Mail)
b) A Provider has installed a website for self-registrationClick on [the link] to get to the set up in your web browser.
Create your account by
a) inserting your account data or
b) login to your existing accountInsert your organization data
Checkmark the privacy policy
Click on Sign up your organization
Result
Your Organization got created.
It is already linked to the first sharing offer.
Your Organization is waiting for approval by the Provider.
The Provider got informed about your request via email.
Note:
To be fully able to use the sharing offer as an Organization, the Provider has to approve your Organization > (Providers only)
How to set up your Organization
Preconditions:
You created an account for your Organization
Setting up the Organization consists of three steps.
You can see your progress on the dashboard.
Step 1: Complete your Organization Profile
If not done so at the Account Setup
Go to: Role Organization Admin > [Organization Name] Menu > Settings > Organization DataClick on Actions > Edit
Insert the missing data
Click on Save
Note:
You can check the new status of your Organization Data on the Dashboard
Step 2: Enter your payment method
Go to: Role Organization Admin > [Organization Name] Menu > Settings > Payment details
Click on Action > Create a Payin Source
Enter your Credit card or SEPA Card data
Click on Save card
Step 3: Waiting for approval from Provider [Name]
Note:
The approval needs to be done by the Provider, but:
If you are the Provider Admin as well or you want to support
Jump to: How to Add an Organization to your sharing offer (step 3) (Providers only) >
Result
Your Organization is ready to use.
You can now invite members to your organization to create bookings
How to invite Organization Members
Preconditions:
You created an account for your Organization
At least one Sharing Offer in your organization got approved
Go to: Role Organization Admin > [Organization Name] Menu > header menu: Members
click on
Actions > Invite member via e-mail
Actions > Invite multiple members via e-mail
insert the e-mail addresses of the members to invite
click on Save
Note for Invite member via e-mail
you can only invite one member
you can grant admin rights to it
Note for Invite multiple members via e-mail
you can invite masses of members at the same time
Result
Your Organization Members got an invitation e-mail
They can follow the process as described in How to get access > (Driver)
How to add another Sharing Offer for your Organization
Preconditions:
You already created your Organization and personal account.
There are two options to add another Sharing Offer for your Organization
Option 1: Get a sign up link for Organizations by another Sharing Operator
Receive a Set up link by the provider of this sharing offer.
Click on [the link] to get to the set up in your web browser.
Use your existing account by login
Click on Use existing to select your organization
Select your [existing organization] you want to sign up
Checkmark the privacy policy
Click on Sign up your organization
Option 2: Navigate through the App as a driver and find a Sharing Offer with public registration
Follow the steps as explained in How to register a new Sharing Offer which is supported by the organization > (Driver)
Result
Your Organization is signed up to this Sharing Offer
How to Manage my Subscription fees
Note:
Depending on the settings of the sharing offer an organization might have to pay a subscription fee.
This payment is mandatory so your organization's members can book vehicles.
Preconditions:
Your organization is signed up to a sharing offer that includes subscription fees
Go to: Role Organization Admin > [Organization Name] Menu > Sharing Offers
Click on the triangle on the right side of the [sharing offer you want to handle]
Click on Fees Management
Click on Action > Activate Subscription
Click on Ok on the message interface if you accept to be charged
Result
The subscription fee got will now get charged in the fee period from your organization
Note:
Further actions appearing after subscriptions got activated by you
Cancel Subscription - the subscription of the sharing offer will be paused
Extend Subscription - the subscription will be reactivated
How to create a new Organization Admin
Preconditions:
Your organization is signed up
Option 1: directly at the invitation, give a new Member Organization rights
Go to: Role Organization Admin > Header Menu: Members
Click on Actions > Invite member via E-mail
Insert the E-mail of your future Organization Admin
Checkmark Grant admin rights
Click on Save
Option 2: Grand admin rights to an existing member of your organization
Go to: Role Organization Admin > Header Menu: Members
Click on [triangle] at the right corner of the person you want to make an Admin
Click on Grant admin rights
Result of Option 1
Your future Organization Admin will receive an invitation via E-mail.
Your future Organization Admin will have team admin rights after entering your organization.
Result of Option 2
Your existing Organization Member will have Admin rights right away.
How to delete my account
Go to: Role Organization Admin > [Organization Name] Menu > Settings
Click on the the actions menu button
Click on Delete Account
Confirm Account Deletion by clicking on Proceed with Account Deletion
Click on Ok on the message interface to delete you account
Result
Your organization account will be deleted
Note:
The individual accounts of organization members will not be deleted
An organization account is eligible for deletion as long as
There are no open receivables
There are no upcoming or active bookings
The organization has not had any bookings in the past 3 months.
There are no payments made via SEPA Debit within the last 8 weeks that could still be disputed.
FAQ
Are there limits for participants of my Organization?
There is no limit on the number of Organization Members who can join an Organization.
While there is no cap on the number of organization admins, at least one admin must be present per organization. The removal of the last organization admin is not permitted unless another member assumes the role or a new admin is invited.
Why do I have to fill in all those Organization Data to create an account?
The data is required for invoicing. The data records are limited to the minimum required for proper implementation.
What happens when the organization's subscription gets inactive?
Your organization members will be prevented from booking a vehicle.
What happens if the organization removes the sharing offer while there is an active subscription?
Your organization members would have to pay the regular sharing offer fees set up (if any) towards drivers if they wish to continue to use the service.
Can an organization admin cancel a subscription?
Yes, an organization admin can cancel the subscription for a sharing offer. Vehicles of the sharing offer can still be used even after cancellation up, until the paid period ends. The subscription though will not be renewed.
Can an organization admin extend a canceled subscription?
Yes, an organization admin can extend a canceled subscription for a sharing offer. This will result in the automatic renewal of the subscription after the paid period ends.
Can an organization employee create bookings if the signup fee is not paid?
No, if the organization has not paid the signup fee, its members will not be able to book any vehicles.
What happens if the payment for a signup fee fails?
If the payment fails, an open receivable will be created. Organization admins can find this under Controlling > Open Receivables.