Organization Management

Manage multiple organizations, switch between them, invite team members, and configure organization settings.

Overview

Organizations in Whatify allow you to:

• Separate different businesses or projects
• Manage team access and permissions
• Switch between organizations easily
• Maintain isolated data and settings
• Share resources with team members

Understanding Organizations

What is an Organization?

An organization is a workspace that contains:

• WhatsApp devices
• Contacts and tags
• Messages and campaigns
• Team members
• API tokens
• Subscription plan
• Settings and preferences

Use Cases

Multiple Businesses:

• Run separate companies from one account
• Keep client data isolated
• Different team members for each business

Agencies:

• Manage multiple client accounts
• Separate billing and usage
• Client-specific access control

Departments:

• Sales, Support, Marketing each have their own org
• Share or separate team members
• Department-specific reporting

Creating a New Organization

Create Organization

Add a new organization to your account:

1. Click your organization name in the top navigation
2. Click + Create Organization
3. Fill in organization details:
   • Organization Name (required) - Company or project name
   • Organization Slug (auto-generated) - URL-friendly identifier
   • Description (optional) - Notes about this organization
   • Industry (optional) - Business category
   • Website (optional) - Company website
4. Click Create Organization

You'll be automatically switched to the new organization.

Switching Organizations

Switch Between Organizations

Change active organization:

1. Click organization name in top navigation
2. See list of your organizations
3. Click on the organization you want to switch to
4. Dashboard updates to show selected organization

Keyboard Shortcut: Cmd/Ctrl + K → Type organization name

Organization Selector

The organization dropdown shows:

• Organization name
• Current plan
• Number of team members
• Last accessed date
• Quick actions (Settings, Leave)

Recently Used

Organizations are ordered by:

• Most recently accessed first
• Pinned organizations at top
• Alphabetically within each group

Organization Settings

Navigate to Settings → Organization to configure:

General Settings

Organization Information:

• Name - Organization display name
• Slug - URL identifier (cannot change after creation)
• Description - Organization purpose
• Industry - Business category
• Website - Company URL
• Logo - Organization logo (upload image)

Contact Information:

• Email - Organization email
• Phone - Contact number
• Address - Physical address
• Timezone - Default timezone
• Language - Interface language

Branding

Customize organization branding:

• Logo: Upload custom logo (max 2MB, PNG/JPG)
• Brand Color: Primary color for interface
• Favicon: Custom favicon
• Email Footer: Custom footer for email notifications

Preferences

Configure organization preferences:

• Default Device: Primary WhatsApp device
• Message Retention: How long to keep messages
• Auto-archive: Automatically archive old conversations
• Notifications: Enable/disable various notifications
• Working Hours: Set business hours for auto-responses

Team Management

Viewing Team Members

Navigate to Settings → Team to see:

• All organization members
• Member roles and permissions
• Invitation status
• Last active time
• Member actions

Member Roles

Owner (1 per organization):

• Full access to everything
• Can delete organization
• Manage billing
• Transfer ownership
• Cannot be removed

Admin:

• Manage devices and settings
• Invite/remove members
• Create API tokens
• View all data
• Cannot delete organization or manage billing

Member:

• Send messages
• View contacts
• Create campaigns
• Limited settings access
• Cannot manage team

Viewer:

• Read-only access
• View messages and contacts
• No sending or editing
• No access to settings

Inviting Team Members

Add new members to your organization:

1. Navigate to Settings → Team
2. Click Invite Member
3. Enter details:
   • Email Address (required)
   • Role (select from dropdown)
   • Message (optional welcome note)
4. Click Send Invitation

The member will receive an email invitation.

Managing Invitations

View pending invitations:

• Pending: Invitation sent, awaiting acceptance
• Resend: Send invitation email again
• Cancel: Revoke invitation

Removing Team Members

Remove a member from organization:

1. Find member in team list
2. Click Remove or ... menu
3. Confirm removal

Note: Member loses access immediately but can be re-invited.

Changing Member Roles

Update member permissions:

1. Click on member or Edit
2. Select new role from dropdown
3. Click Save Changes

Changes apply immediately.

Organization Permissions

Access Control

Control what each role can do:

Custom Permissions

Enterprise plans can create custom roles:

1. Navigate to Settings → Roles
2. Click Create Custom Role
3. Name the role
4. Select specific permissions
5. Save role
6. Assign to team members

Leaving an Organization

Leave as Member

If you're not the owner:

1. Navigate to Settings → Organization
2. Click Leave Organization
3. Confirm you want to leave

You'll be removed and lose access.

Transfer Ownership

Before leaving as owner:

1. Navigate to Settings → Team
2. Find member to make owner
3. Click Transfer Ownership
4. Confirm transfer
5. You become an admin
6. Can now leave if desired

Deleting an Organization

Delete Process

Warning: This action is permanent and cannot be undone.

1. Navigate to Settings → Organization
2. Scroll to Danger Zone
3. Click Delete Organization
4. Type organization name to confirm
5. Enter your password
6. Click Delete Permanently

What Gets Deleted

• All WhatsApp devices and connections
• All contacts and tags
• All messages and campaigns
• All API tokens
• All team member access
• All settings and data
• Subscription is cancelled

Before Deleting

Export Your Data:

1. Export contacts (Excel/CSV)
2. Export messages (if needed)
3. Save API documentation
4. Backup any important data

Notify Team:

• Inform team members
• Remove members first (optional)
• Transfer data to another org if needed

Organization Security

Security Settings

Configure security options:

Two-Factor Authentication:

• Require 2FA for all members
• Set 2FA enforcement date
• Whitelist trusted devices

IP Restrictions:

• Allow access only from specific IPs
• Set IP whitelist
• Block unauthorized locations

Session Management:

• Auto-logout after inactivity
• Maximum session duration
• Require re-auth for sensitive actions

Audit Logs

Track organization activity:

1. Navigate to Settings → Audit Logs
2. View logs of:
   • Member actions
   • Setting changes
   • Device connections
   • API token usage
   • Security events

Data Privacy

Control data handling:

• Data Retention: How long to keep data
• Data Export: Allow/restrict data exports
• Third-party Access: Control integrations
• GDPR Compliance: Enable privacy features

Billing & Subscription

Organization Plan

Each organization has its own subscription:

• View current plan
• Usage statistics
• Billing information
• Payment method

See Subscription & Billing for details.

Organization Transfer

Transfer organization to another account:

1. Navigate to Settings → Organization
2. Click Transfer Organization
3. Enter recipient email
4. Confirm transfer
5. Recipient must accept

Note: You must be the owner to transfer.

Best Practices

Organization Setup

1. Clear Naming: Use descriptive organization names
2. Proper Structure: One org per business/client
3. Team Roles: Assign appropriate permissions
4. Security: Enable 2FA for all members
5. Regular Audits: Review team access quarterly

Team Management

1. Onboarding: Provide clear documentation for new members
2. Permissions: Follow principle of least privilege
3. Regular Reviews: Audit team access monthly
4. Offboarding: Remove members promptly when they leave
5. Training: Ensure team knows how to use features

Multi-Organization

1. Consistent Naming: Use clear naming scheme
2. Documentation: Document purpose of each org
3. Separation: Keep data truly isolated
4. Access Control: Don't share credentials
5. Billing: Separate payment methods if needed

Troubleshooting

Can't Create Organization

Reasons:

• Plan limit reached
• Invalid organization name
• Slug already taken
• Billing issue

Solutions:

• Upgrade plan for more organizations
• Choose different name/slug
• Check billing status
• Contact support

Can't Switch Organizations

Check:

• You're a member of the organization
• Organization hasn't been deleted
• Your access hasn't been revoked
• Network connection is stable

Can't Delete Organization

Requirements:

• Must be the owner
• Must enter correct organization name
• Must confirm with password
• Cannot have active subscriptions (cancel first)

Missing Team Members

Possible Issues:

• Invitation not accepted yet
• Email went to spam
• Invitation expired
• Member left organization

Solutions:

• Resend invitation
• Check spam folder
• Send new invitation
• Verify member status

Next Steps

• Team Management - Detailed team management guide
• Subscription & Billing - Manage subscription
• API Setup - Configure API access
• Security Settings - Enhanced security options