Create and Maintain Organizations and Suborganizations - Article
Summary
Use Organizations to establish and maintain the customer, partner, or internal structure behind your academy. Create recognizable records, place branches under the correct parent, and maintain the structure as the business changes.
This article explains how to:
- Work with the organization list and its available actions.
- Create and edit organizations and suborganizations.
- Understand the purpose of organization settings.
- Move or remove records with appropriate attention to their relationships.
Before you begin
Decide what the organization represents, who will manage it, and whether it should be a separate top-level organization or a branch of an existing one. Use Design Your Organization Hierarchy and Access Model if that decision is not yet clear.
Open Organizations from the main menu. The records and operations available depend on your role, organizational scope, and enabled features. Some platforms include additional business identifiers or fields.
The standard setup keeps organization administration simple. Additional fields, such as Country and City, and selected optional behaviors can be enabled by Eurekos support upon request when there is a business need. Their absence does not mean the organization is incomplete. Ask for the options that support your process rather than adding choices administrators do not need.
Creating an organization does not activate advanced organizational filtering. The light model already supports organizational audiences and permitted member management. Stricter separation across content and administration is a separate, support-enabled configuration, with a designated Global Administrator and additional responsibility for content relationships.
Understand the organization list
The list is the starting point for finding existing records and maintaining the structure. Search before creating a new organization, particularly when customers use trading names, abbreviations, or several locations.
| List element or action | What it helps you do | Important context |
|---|---|---|
| Organization name and member count | Identify the organization and see its active-member count. | Blocked users are excluded from this active count, although they can remain in the organization's member list. |
| Description | Distinguish similarly named organizations and understand their purpose. | Use concise administrative context rather than repeating the title. |
| Last updated / Updated since | Locate recently maintained records. | A recent change is not necessarily a new organization. |
| Search and Filters | Find a name or supported identifier and narrow the list. | Available filters and identifier search depend on configuration. |
| Optional columns | Inspect business identifiers, location information, or balances where enabled. | These columns are not present on every platform. |
| Create | Add a top-level organization. | Check for an existing record first. |
| Import and Export | Maintain or review the structure in bulk. | Use the current template and matching rules described in Import and Maintain Organization Structures. |
| Get QR invitations | Obtain supported organization invitation codes or links. | Availability depends on signup, permissions, and relevant limits. |
| More → Edit / Settings / Move / Delete | Maintain the record, its configuration, or its place in the hierarchy. | Moving and deleting have wider consequences than changing descriptive text. |
Selection can expose bulk actions such as Export, QR invitations, Move, or Delete. Check the selected population and any filters before applying a bulk operation.
Create an organization
- Open Organizations and select Create.
- Enter a clear Title for the customer, partner, business unit, or other relationship.
- Add a Description that explains the purpose or distinguishes the record from similar names.
- Complete any required identifiers or additional fields shown on your platform.
- Save the record, then open it to confirm its name and place in the structure.
- Configure the settings and member-management arrangements required for this organization.
| Field | How to use it | What to avoid |
|---|---|---|
| Title | Use a stable name that administrators and business owners recognize. | Temporary course dates or ambiguous names such as “Customer 1” unless that is an approved identifier. |
| Description | Explain the relationship, scope, or administrative purpose. | Sensitive personal details or commercial information that does not need to appear in the list. |
| Organization ID or another business identifier, if enabled | Preserve the identifier agreed with the system or process that maintains the record. | Treating an identifier as interchangeable with the display title or an unrelated technical reference. |
| Country and City, if enabled | Record organization location information when these optional fields have been enabled by Eurekos support for your process. | Assuming these fields are required on every platform or replace user-profile location, seller, or tax configuration. |
| Other configured fields | Use the agreed business definition for each field. | Inferring behavior from a field's name when it belongs to a customer-specific configuration. |
In a title-based setup, top-level titles must be unique. Suborganization names must be unique at the same level under the relevant parent. Identifier-based configurations can change how records are distinguished. Follow the validation and matching model on your platform.
Create and maintain suborganizations
Open the parent organization and select Manage suborganizations. Navigate to the required level before creating the new branch. Use the available actions to create, rename, or open settings for that suborganization.
For example, a customer may contain Service Operations, with branches for North Region and South Region. A second customer may use the same branch names. The full parent path gives those names their meaning.
After creating a branch, confirm the path and assign members at the intended level. Do not assume that creating a suborganization automatically copies every setting from its parent. Member limits, appearance, funding, and content access have their own behavior.
The permitted nesting depth depends on platform configuration. If a proposed branch would exceed it, review the structure before requesting more levels.
Configure the settings that support the relationship
Open the organization's More → Settings menu. Available tabs and fields vary by enabled capabilities.
| Setting area | Purpose | Where to continue |
|---|---|---|
| Members limit | Control how many people may belong within the relevant organization structure. | Manage Organization Members and Member Limits |
| Email mask | Assign membership based on an email-domain match where configured. | Invite Users and Assign Organization Membership |
| Activities, where enabled | Automatically enroll organization members into selected activities through the configured background process. | Manage Organization Content and Learning Visibility |
| Appearance, Top banner, Contact details, Custom URL | Shape the audience-facing experience and contact arrangements. | Configure Organization Branding, Contact Details, and Custom URLs |
| Virtual Credits, where enabled | Maintain organizational funding for eligible learning purchases. | Manage Virtual Credits for Organizations |
| Other feature-specific tabs | Configure capabilities enabled for your implementation. | Use the documentation for that feature; do not assume it is part of standard organization setup. |
Manage organization discounts separately
For complete guidance on these pricing mechanisms, see Discount campaigns and Coupons. Maintain organization-targeted discounts under Course administration → Discount campaigns → Discounts, not in the organization's Settings. Configure the discount and applicable Training Activities, then use Organizations under Define audience → Add criteria to identify the population covered by the agreement.
The organization identifies the eligible audience; it does not replace the activity price. Discounts on the Training Activity do not reduce Additional Product or Virtual Credit prices. Test the complete checkout for the intended buyer and participant, including any Coupon or other applicable discount. Do not assume that separate discount percentages can simply be added.
Move an organization or branch
Use Move when a genuine business relationship changes—for example, when a branch becomes part of another region. The operation can also convert a suborganization into a top-level organization where permitted.
- Identify the organization or suborganization to move and its current parent path.
- Select Move from its available actions.
- Choose the destination organization and branch, or Convert to top level where appropriate.
- Review the destination and confirm the move.
- Open the record in its new location and verify the relevant access, membership, and settings.
Moving a branch moves its lower levels with it. Existing entities linked to that organization retain their relationship to the moved organization. The hierarchy around them changes, which can affect organizational oversight and related behavior. Where an organization archive is enabled, its folder location is also affected.
The platform prevents invalid moves, such as placing an organization inside its own descendants or exceeding the configured nesting depth. The available destination and the right to complete the move also depend on permissions. The Move operation is not available to Manager or Partner roles; an administrator with the appropriate organization-management permission must handle the restructure.
Do not use a move simply to change a list's presentation. For an organizational restructure, coordinate with the owners of membership, content, reporting, and funding before applying the change.
Remove an organization only when the relationship is no longer required
Deleting an organization removes its user-organization relationships, including those within its subordinate structure. That is different from deleting the users' accounts. It can also change the access context of people and content that depended on those relationships.
Before deletion, review members, subordinate branches, connected content, organization-specific links, integrations, funding records, and reporting obligations. Retain any required exports and agree how remaining users and content should be managed. Follow the confirmation shown by the platform; do not assume there is an undo operation.
If the business relationship continues under a different name or parent, edit or move the record instead of deleting and recreating it.
Common maintenance scenarios
| Scenario | Recommended approach | Why |
|---|---|---|
| A customer changes its trading name | Edit the existing record and preserve the intended identifier. | Maintains continuity rather than creating a second customer record. |
| A regional branch changes ownership | Review the consequences, then move the branch to its approved destination. | Preserves its connected structure while reflecting the new relationship. |
| Several new customer branches are launched | Use a controlled import with complete hierarchy paths. | Reduces repetitive entry while retaining a reviewable source. |
| A customer has its own commercial agreement | Configure an organization-targeted discount under Course administration → Discount campaigns → Discounts, or maintain the agreed funding arrangement through its relevant feature. Test the intended checkout. | Connects the agreement to the correct population without changing every activity's base price. |
Verify the setup
| Scenario or check | Expected result or evidence |
|---|---|
| Record identity Search by the title and supported identifier. | One intended record is identifiable without confusing it with another branch. |
| Parent path Open the hierarchy after creation or a move. | The organization and its descendants appear under the approved parent. |
| Local operations Use the intended local administrator or Manager account. | Required operations are available within the intended scope. |
| Connected behavior Inspect a representative member, activity relationship, and relevant report. | They remain connected and usable as intended. |
Troubleshooting
| What you observe | What to check |
|---|---|
| A title is rejected as already existing | Search the relevant level and check whether the platform uses titles or a configured unique identifier. |
| A suborganization cannot be found from the main list | Navigate through its parent or search by its name. Search by an Organization ID may be limited to top-level IDs. |
| A setting or optional field shown in documentation is absent | Check your role and enabled capabilities. Country, City, and selected optional behaviors are enabled by Eurekos support upon request when needed; they are not required for every organization. Discuss the business need with the platform owner and support rather than creating a duplicate organization. |
| A move is rejected | Check the destination, your access, the current parent, descendant relationships, and the nesting limit. |
| The organization list and member page show different counts | The list's active-member count excludes blocked users; the member page can include them. |
FAQ
-
Can two suborganizations use the same name?
Names must be unique at the same level under the relevant parent in the title-based model. The same branch name can appear in different parts of the hierarchy, so use the full parent path to distinguish it. Identifier-based configurations can have additional matching rules.
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Does moving an organization also move its lower branches?
Yes. Its subordinate structure moves with it. Existing entities retain their relationship to the moved organization, but the new hierarchy can affect oversight, access, and related behavior. Review representative users, content, and reports after the move.
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Can a suborganization become a top-level organization?
Yes, where your permissions allow the Move operation and its Convert to top level option. Review the resulting hierarchy, access, and organizational relationships after the change.
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Does deleting an organization delete its members’ accounts?
Deleting an organization removes the relevant user-organization relationships, including those within its subordinate structure. It is not the user-account deletion process. Review the wider access and relationship consequences before deleting an organization.
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Why are some organization settings or columns missing on my platform?
Organization fields and capabilities depend on configuration and permissions. Creating an organization does not activate advanced filtering or expose its controls. Ask the platform owner or Eurekos support about the capability you need instead of creating a duplicate organization.