Organizations Management

Learn how to manage the business hierarchy in My platform.

Understanding Organization Hierarchy

My uses a hierarchical organization structure that reflects the business relationships:

Owner (Nethesis)
    ↓
Distributors
    ↓
Resellers
    ↓
Customers

Organization Types

Owner (Nethesis)

• Top-level organization
• Complete platform control
• Can manage all distributors, resellers, and customers
• Only one Owner organization exists

Distributors

• Created by Owner
• Can manage their resellers and customers
• Cannot see other distributors' data
• Full control over their branch of the hierarchy

Resellers

• Created by Owner or Distributors
• Can manage their customers
• Cannot see other resellers' data
• Work within their assigned distributor

Customers

• Created by Owner, Distributors, or Resellers
• End-user organizations
• Can only view their own data
• Cannot create sub-organizations

Permissions by Organization Type

Action	Owner	Distributor	Reseller	Customer
Create Distributors	✓	✗	✗	✗
Manage Distributors	✓	✗	✗	✗
Create Resellers	✓	✓	✗	✗
Manage Resellers	✓	✓ (own)	✗	✗
Create Customers	✓	✓	✓	✗
Manage Customers	✓	✓ (own)	✓ (own)	✗
View All Data	✓	✗	✗	✗

Creating Organizations

Prerequisites

• You must be logged in with appropriate permissions
• Owner users can create all organization types
• Distributor users can create resellers and customers
• Reseller users can create customers only

Creating a Distributor

Required Role: Owner organization member

1. Navigate to Organizations > Distributors
2. Click Create distributor
3. Fill in the form:
   • Company name: Distributor company name (e.g., "ACME Distribution Ltd")
   • Description (optional): Additional information
   • VAT number: unique VAT identification for a company
4. Click Create distributor

Example:

Name: ACME Distribution Europe
Description: Main distributor for European market
VAT: 12345678901

Creating a Reseller

Required Role: Owner or Distributor organization member

1. Navigate to Organizations > Resellers
2. Click Create reseller
3. Fill in the form:
   • Company name: Reseller company name (e.g., "ACME Distribution Ltd")
   • Description (optional): Additional information
   • VAT number: unique VAT identification for a company
4. Click Create reseller

Example:

Name: Tech Solutions Italia
Description: IT solutions provider for SMB market
VAT: 12345678901

note

If you are logged in as a Distributor, you can only create resellers under your own organization.

Creating a Customer

Required Role: Owner, Distributor, or Reseller organization member

1. Navigate to Organizations > Customers
2. Click Create customer
3. Fill in the form:
   • Company name: Customer company name (e.g., "ACME Distribution Ltd")
   • Description (optional): Additional information
   • VAT number: unique VAT identification for a company
4. Click Create customer

Example:

Name: Pizza Express Milano
Description: Restaurant chain with 5 locations
VAT: 12345678901

Viewing Organizations

Organization List

Each organization type has its own list view:

1. Navigate to [Type] (Distributors/Resellers/Customers)
2. View the list with the following information:
   • Organization name
   • Description
   • Number of users
   • Number of systems
   • Creation date

Filtering and Search

Use the filter options to find specific organizations:

• Search by name: Type in the search box
• Sort by: Name, description

Organization Details

Click on an organization to view detailed information:

• Overview: Name, description, creation date
• Users: All users belonging to this organization
• Systems: Systems associated with this organization (if applicable)
• Statistics: Usage metrics and activity

Managing Organizations

Editing Organization Information

1. Navigate to the organization details page
2. Click Edit
3. Update the fields:
   • Company name
   • Description
   • VAT
4. Click Save [Type]

Deleting Organizations

Delete archives, it does not erase. The organization is soft-deleted and disappears from the lists, and the same operation cascades down the hierarchy:

• Every user of the organization is archived
• Every system of the organization is archived
• For a distributor or a reseller, every child organization in its hierarchy is archived too, together with their users and systems

To delete an organization:

1. Navigate to the organization page
2. Click Delete (use the kebab menu)
3. Confirm

:::tip Reversible A deleted organization can be brought back with Restore, which cascade-restores the users and systems archived along with it. :::

:::danger Permanent deletion Destroy is the irreversible one: it erases the organization for good and cannot be undone. It requires the destroy: permission on that resource, which only the Owner organization holds. :::

Suspending Organizations

Instead of deleting, you can suspend an organization:

1. Navigate to the organization page
2. Click Suspend
3. Confirm the action

Effects of suspension:

• Users cannot log in
• Systems cannot send data
• Can be reactivated later

To reactivate:

1. Filter by "Suspended" status
2. Select the organization
3. Click Reactivate

Promoting a Reseller

A reseller can be promoted to distributor. Use the Promote action in the reseller's kebab menu or on its detail card.

The promotion:

• Moves the organization up one tier: it becomes a distributor, attached to the Owner organization
• Keeps its own customers, users and systems -- nothing is detached
• Removes the former distributor's access to that branch, which is the point of the operation
• Leaves a trace: the organization records that it was promoted, and by whom

Requirements:

• Owner-level authority -- the action is not granted by manage:resellers
• The organization must be active: a suspended or deleted reseller is rejected
• The organization must already be synchronised with the identity provider

warning

Promotion is a hierarchy change, not a cosmetic one. The previous distributor loses visibility on that reseller and on everything beneath it.

Organization Statistics

Viewing Statistics

The Dashboard shows one counter card per organization type you can read -- distributors, resellers, customers -- each with its total and a link into the list.

An organization's own detail page carries its aggregate numbers: how many users, systems and sub-organizations hang off it.

Growth over time is not on the Dashboard; it is available from the API through the /trend endpoints (/backend/api/distributors/trend, /backend/api/resellers/trend, /backend/api/customers/trend).

Exporting Data

Export organization data for reporting:

1. Navigate to the organization list
2. Apply filters if needed
3. Click Export
4. Choose format: CSV or PDF
5. Download the file

Best Practices

Naming Conventions

• Use clear, descriptive names
• Include geographical information if relevant (e.g., "ACME Europe", "Tech Solutions Italia")
• Avoid special characters in names
• Keep names concise but meaningful

Organization Structure

• Plan your hierarchy before creating organizations
• Keep the structure simple and logical
• Avoid creating unnecessary intermediate levels
• Document the business relationships

Access Control

• Assign users to the correct organization
• Review organization membership regularly
• Use descriptive organization names for clarity
• Keep contact information up to date

Troubleshooting

Cannot Create Organization

Problem: "Access denied" error when creating an organization

Solutions:

• Verify you have the correct role (Owner/Distributor/Reseller)
• Check you're trying to create the correct organization type
• Ensure your organization membership is correct
• Contact your administrator

Cannot See Organization

Problem: Expected organization not visible in the list

Solutions:

• Check if organization is suspended (use filters)
• Verify you have permission to view that organization type
• Ensure you're viewing the correct organization level
• Check if the organization belongs to your hierarchy branch

Cannot Delete Organization

Problem: Delete action is unavailable or returns an error

Solutions:

• Check you hold manage: on that organization type -- Reader never does
• Check the organization is inside your branch of the hierarchy
• The Owner organization cannot be deleted
• You do not need to empty it first: deleting cascades over users, systems and child organizations by itself

Next Steps

After creating organizations:

• Create users and assign them to organizations
• Create systems associated with customer organizations
• Set up appropriate permissions for each user

Related Documentation

• Users Management
• Systems Management