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Organizations

Organizations let you divide your tenant into logical groups — departments, teams, business units, or any structure that fits your company. By assigning users and scoping resources to organizations, you control who sees what and keep related work together.

Getting Started​

Open Organizations from the sidebar. The page requires the organizations capability on your subscription and at least the ORGANIZATIONS_READ permission on your role.

PermissionWhat It Allows
ORGANIZATIONS_READView organizations, memberships, and hierarchy
ORGANIZATIONS_WRITECreate organizations, assign users
ORGANIZATIONS_DELETERemove organizations
ORGANIZATIONS_MANAGEFull administrative control over organizations

Note: Organizations are not available for individual (developer) tenant accounts. They require a team or enterprise subscription.

Interface Overview​

The Organizations page is divided into three tabs:

TabDescription
OrganizationsBrowse, create, edit, and delete organizations
MembershipsView and manage user assignments for a selected organization
HierarchyVisualize the parent-child tree of all organizations

A row of statistics cards at the top of the page shows key metrics: total organizations, total memberships, root organizations, and average members per organization.

On wide screens the lists display as sortable data grids. On smaller screens the layout switches to cards for easier reading on tablets and mobile devices.

Organizations Tab​

Browsing Organizations​

Each organization displays its name, description, member count, child-organization count, parent (if any), and creation and last-updated dates. Click an organization card or data-grid row to select it and load its membership list on the Memberships tab.

Creating an Organization​

  1. Click Create Organization
  2. Enter a name (required) and an optional description
  3. Optionally choose a Parent Organization — selecting a parent places the new organization underneath it in the hierarchy. Choose "None (Root Organization)" to make it a top-level entry
  4. Click Create

The new organization appears in the list and in the Hierarchy tab immediately.

Tip: Keep hierarchies shallow — two or three levels are usually enough. Deeply nested structures can make navigation harder.

Editing an Organization​

  1. Click the Edit action on an organization card (or select the row action in the data grid)
  2. Update the name, description, or parent organization
  3. Click Save

Changing the parent re-positions the organization — and all of its children — under the new parent in the hierarchy.

Deleting an Organization​

  1. Click the Delete action on an organization
  2. Read the confirmation warning carefully — deleting an organization permanently removes all associated memberships and may affect resources scoped to it (files, knowledge entries, chat personas and sessions)
  3. Confirm the deletion

Important: Deletion is irreversible. Resources that were scoped exclusively to the deleted organization may become inaccessible. Reassign resources before deleting whenever possible.

Memberships Tab​

The Memberships tab lets you manage which users belong to a selected organization.

Selecting an Organization​

Use the Select Organization dropdown at the top of the Memberships tab to choose the organization whose members you want to view. Alternatively, click any organization in the Organizations tab or Hierarchy tab — the membership list updates automatically.

Viewing Members​

Each membership shows the user's name, email, role, and two status indicators:

  • Default — this organization is the user's primary (default) organization. Only one organization per user can be the default within a tenant
  • Can Manage — the user has management privileges for this organization

Assigning Users​

  1. Click Assign Users
  2. A dialog lists all tenant users who are not already members of the selected organization
  3. Select one or more users using the checkboxes
  4. Optionally toggle Set as default organization to make this organization the selected users' primary organization
  5. Optionally toggle Can manage organization to grant management privileges
  6. Click Assign N User(s)

Note: Admin and superuser accounts already have visibility into all organizations. Assigning them is still useful for setting a default organization and for can_manage privileges.

Editing a Membership​

  1. Click the Edit action on a membership card or row
  2. Toggle Set as default organization or Can manage organization as needed
  3. Click Save

The role shown on the membership reflects the user's tenant-level role (e.g., User, Admin, Superuser). Roles are managed centrally through the Admin Portal — they cannot be changed from the Organizations page.

Removing a Member​

  1. Click the Remove action on a membership
  2. Confirm the removal

Removing a user from an organization does not delete the user account — it only removes the association. The user retains access to tenant-wide resources.

Hierarchy Tab​

The Hierarchy tab renders a collapsible tree of all organizations. Root organizations (those without a parent) appear at the top level. Each node shows the organization name, member count, and child-organization count.

Click any node to select that organization and load its memberships.

Understanding the Hierarchy​

  • Root organizations sit at the top of the tree with no parent
  • Child organizations are nested under a parent and inherit no special permissions — they are purely structural groupings
  • The platform prevents circular references (an organization cannot be its own ancestor)
  • There is no hard limit on nesting depth, but two to three levels is the recommended maximum for usability

Example Structure​

A typical hierarchy might look like:

  • Engineering
    • Frontend Team
    • Backend Team
    • QA Team
  • Marketing
    • Content
    • Growth
  • Finance

Visibility and Access​

What you see depends on your role:

RoleVisibility
Superuser / AdminAll organizations and all memberships across the tenant
User / ViewerOnly organizations you belong to

All users can see tenant-wide (unscoped) content regardless of organization membership.

Best Practices​

  • Start with a flat structure — create top-level organizations for major divisions, then add child organizations only when there is a clear need for sub-grouping
  • Use meaningful names — choose descriptive names that match your company's terminology so users can identify the right organization quickly
  • Set default organizations — assign a default for each user so that resources they create are automatically scoped to the right group
  • Assign management privileges deliberately — the "Can manage" flag is intended for team leads or department managers who need to administer an organization's membership
  • Clean up before deleting — before removing an organization, reassign any files, knowledge entries, or chat personas that should remain accessible

Troubleshooting​

I cannot see the Organizations page​

Problem: The sidebar does not show an Organizations link. Solution: Your subscription may not include the organizations capability. Contact your tenant administrator to verify that the Organizations plugin is enabled.

I only see some organizations​

Problem: You know more organizations exist, but the list appears incomplete. Solution: Non-admin users only see organizations they belong to. Ask an administrator to assign you to the missing organizations if you need access.

Deleting an organization removed resources I still need​

Problem: Files or knowledge entries became inaccessible after deleting an organization. Solution: Resources scoped to a deleted organization may be permanently lost. This is why the confirmation dialog warns about cascading effects. For future deletions, reassign or re-scope resources first.

A user's role shows incorrectly on their membership​

Problem: The role displayed on a membership does not match expectations. Solution: Membership roles mirror the user's tenant-level role from their profile. To change a role, go to the Admin Portal and update the user's profile there.

⏱️ Read time: 10 minutes | 📊 Difficulty: beginner | 🔄 Last updated: 2026-03-30