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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​

ActionOwnerDistributorResellerCustomer
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
    • Portals: the third-party portals (NethShop, Helpdesk, NethSpot, ...) the distributor's resellers and customers may use, see below
  4. Click Create distributor

Example:

Name: ACME Distribution Europe
Description: Main distributor for European market
VAT: 12345678901
Portals: NethShop, NethSpot

Portals​

The portals a partner sees on its Dashboard are a commercial matter: a distributor's contract says which of them its resellers and customers get. The Owner organization records that choice on the distributor, and the organizations below inherit it:

  • The users of the distributor's resellers and of their customers see only the portals ticked on the distributor. Resellers and customers have no portal setting of their own.
  • The distributor's own users are not bound by the list: they see every portal their roles admit, like the Owner organization.
  • A distributor with no portal ticked hides every portal from its resellers and customers. Nothing is granted by default: a newly created distributor starts with no portal for its subtree until the Owner organization ticks some.
  • The role filter each portal declares still applies on top: a portal reserved to Admin and Support users stays hidden from a Reader even when the distributor has it.

Only members of the Owner organization see and edit the field, both when creating and when editing a distributor. The distributor detail card lists the enabled portals.

note

Hiding a portal on the Dashboard removes the shortcut, not the portal's own login page. For the portals Nethesis flags as enforced on the identity provider, the sign-in itself is refused to users of a reseller or customer whose distributor does not grant the portal; the identity provider enforces the organization, while the role filter stays on the Dashboard and in the portals that check it themselves.

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

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