Organization User Guide

See Organization in the Tehama Introduction for an introduction to the concept of Organization.

There are two facets to organization management:

Understand your organization's status:

  • Account status - understand the state of your organization's account

Member and Team Management

If you are the organization owner (you have the Admin role for your organization) or you have the Manager role as a member, you are responsible for managing membership in your organization. This is done under the TEAM tab in the top navigation bar.

The TEAM user interface has two main views.

View as members (default)

This provides a list of members in your organization. These are the users you have invited, usually from your own work/corporate organization to become part of your Tehama organization. This is the list of users you can add or request be added to rooms your organization is participating in.

To invite a single member:

  1. From the TEAM tab, in the View as members view, click the ADD NEW MEMBER button at the bottom of the member list, OR click NEW dropdown menu in the secondary navigation bar then select the NEW option. The ADD NEW MEMBER dialog will be displayed.
  2. Enter the new user's name, email, and role into the dialog and click the INVITE button.

They will be sent an email invitation to create a user account in Tehama and then added to your organization. Until the user accepts the invitation you will see their status as 'Pending'. You can resend the invitation to the user from the user's entry in the list.

For more information on roles and their permissions see the Roles User Guide.

To invite multiple members at once from a CSV (comma separated values) file:

  1. Construct a spreadsheet with the following format:

    With optional ROOMS column: csv member spreadsheet Without optional ROOMS column: csv member spreadsheet

    • The column names are:    FIRST_NAME, LAST_NAME, ROLE, EMAIL and ROOMS.
    • The ROLE column is optional. If you choose to include the column, the value is optional. Values are 1 or 2 where: Staff is 1 and Manager is 2. If no value is provided, the role value defaults to 1 (Staff).
    • The ROOMS column is optional. If you choose to include the column, the value is optional. Provide a value in this column if you want to simultaneously add the user to a set of rooms. Otherwise leave it blank. The format for the room column value is a string of room ID numbers separated by semi-colons.

      Find the room ID numbers as follows:

      • Navigate to the ROOMS tab and select the room from the list.
        You should land on the room's CONNECTION page. If not, navigate to that page.
      • Look at the url in your browser. It should look like this:
        <your-org-subdomain>.tehama.io/app/2/provider/rooms/12/connect
      • The room ID number is the number preceding /connect. In the above example, this is 12.
    • Generate a CSV file from your spreadsheet.

  2. From the TEAM tab, in the View as members view, click the NEW dropdown menu in the secondary navigation bar then select the Import Users from CSV File option.
    New member dropdown menu

    The IMPORT USERS FROM CSV FILE dialog will be displayed. Import users from CSV file dialog

  3. Click the UPLOAD AND INVITE ALL button in the dialog and follow instructions for uploading your CSV file.

Each member in the CSV file will be sent an email invitation to create a user account in Tehama and then added to your organization. Until a user accepts the invitation you will see their status as 'Pending'. You can resend the invitation to a user from the user's entry in the list.

For more information on roles and their permissions see the Roles User Guide.

View as team

This provides a list of teams in your organization. Teams are useful for creating groups of members that you will usually add to rooms as a group.

To Create a Team:
1. Make sure you are in the View as teams view.
2. Click the ADD NEW TEAM button at the bottom of the team list, or click NEW in the secondary navigation bar.
3. Enter a team name.
4. Select the members.

To Edit the Name of a Team or Add/Remove an Existing Member to/from the Team:
1. In the Team list, click the Team name.
2. Change the name or team membership list.

To Invite New Members to a Team:
1. Expand the team entry.
2. Click the Add button on the right side of the page.
3. Fill in the new member details and send the invite.

Email Customization

You can work with a Tehama Concierge to customize select emails that are sent out by Tehama on your behalf. If this is something your organization would like to do, contact the Tehama Concierge service through Tehama Support to start the process.

Account Management

As your organization's owner (the user with the Admin role for the organization) or a member with the manager role, you can manage your organization's profile, plan and authentication method. Organization owners can also handle the invoicing for the organization and, if necessary, can initiate the deactivation of the organization's account.

These features are accessed through the ORGANIZATION page, which is reached by clicking on the User icon in the top right corner of the web app and selecting Organization from the drop-down.

Profile

Select the PROFILE sidebar item to view/edit the organization's profile details. These details include the organization name, address and contact information. It is important to keep this information current.

Authentication

Organizations have Two-Factor Authentication (2FA) by default. Organizations may choose to enable Single Sign On (SSO) authentication. Select the AUTHENTICATION sidebar item to do so. More information on SSO is available under the Authentication User Guide.

Plan

Support Plan upgrade/downgrade

Your organization's needs change and grow over time. Tehama gives you the option of changing your Support Plan to one that is best suited to your current requirements.

Select the PLAN sidebar item to view/upgrade/downgrade your support plan.

Account deactivation

If your organization has no further need for Tehama's services, you can initiate the deactivation of your account by selecting the PLAN sidebar item, then clicking on the text Deactivate your organization account found at the bottom of the page. You will be prompted to create a 'case' on the Tehama Support Portal. In the text of the 'case', express your desire to deactivate your organization's Tehama account.

This 'case' will be handled by the Tehama Concierge, who, after confirming your wishes, will commence the deactivation process. All rooms owned by the organization will be archived (irretrievably) and usage of the account obstructed awaiting the settlement of any outstanding invoices.

While your account is deactivated ...

While the organization's account is deactivated, only the organization owner (the user with the Admin role for the organization) is able to log in to the account. All other members will see messages stating that their account for the organization has been deactivated.

The organization owner will be able to access the plan and invoice pages for the organization.

Under PLAN, there will be an option to reactivate the account, if desired, by selecting the REACTIVATE button. The account will be reactivated and access for your organization's members will be restored. (Note: all archived rooms will remain archived even after reactivation of the account.)

Under INVOICE the organization owner can make payments, in the usual manner.

Once your organization's final invoice payment has been received, you will be notified via email that you may proceed to delete your account.

To do so, again select the PLAN sidebar item. This time you will see the text Delete your organization account at the bottom of the page. Select this text. Confirm your intention to delete your account by typing in the email address you log in with, then clicking the DELETE ORGANIZATION button. Your account will be deleted.

Invoice

As your organization's owner (the user with the Admin role for your organization), select the INVOICE sidebar item to view all of the organization's invoices. Initiate payment of the invoices from this page.

Payment Methods

You must specify a payment method for your organization before you can create a room.

payment methods

Add your organization's payment method as follows:

  • Select the PAYMENT METHODS sidebar item.
  • Select the payment method of your choice:
  • Fill out the information for your choice.

Credit Card

From the PAYMENT METHODS page, select the Credit Card option.

You will see the following information message:

Not currently available. This feature is coming soon...

Once the credit card payment method has been implemented, this section will be updated with the information you need to set it up.

Manual invoice

On the PAYMENT METHODS page, you can see the Manual Invoice option. This option can only be selected through the concierge service.

Contact the concierge service through the Tehama Support Portal. The concierge will enable manual invoicing for your organization if it satisfies the requirements1.

Dashboard

On the DASHBOARD page, you can view both your organization's activity stream and reports.

View your organization's activity stream audit log as follows:

  • Select the DASHBOARD sidebar item.
  • Click on the ACTIVITY STREAM header to select it (selection is denoted by an underline).
  • Select the activity stream report type that you wish to view, or create your own custom activity stream report with the advanced settings.

See more information in the Activity Stream User Guide.

View your organization's reports as follows:

  • Select the DASHBOARD sidebar item.
  • Click on the REPORTS header to select it (selection is denoted by an underline).
  • Select the type of report that you wish to view and filter the contents if desired.

See more information in the Reports User Guide.

Account Status

Understand the state of your organization's account.

An account can have three states:

  • Pending
  • Active
  • Deactivated
  • Suspended

Pending

The pending state is the initial state of an organization's account. It stays in this state until the invite to join Tehama has been accepted and the organization's profile has been filled out and saved.

Active

The active state is the normal running state of an organization's account.

Deactivated

The deactivated state is an interim state of an organization's account before it is closed, that is, deleted, from Tehama. An organization remains in the deactivated state until the final invoice payment has been received and the account can be closed, or until a change of heart has occurred and the organization is reactivated.

In the deactivated state, all of the organization's rooms are archived (irretrievably) and user access to the organization in Tehama is restricted to the organization's owner (the user with the Admin role for the organization), who can only view the organization's plan and payment information. The organization owner will see a banner across the top left corner of the Tehama Web UI denoting the deactivated state.

Deactivated Banner

All other members of the organization, managers and staff-members, upon attempting to log in, will see a notification stating that the organization has been deactivated and to contact the organization owner for more details.

An organization enters this state at the request of the organization's owner, as the first step towards closing the organization's account.

From this state, the organization owner can opt to reactivate the organization's account (though the rooms remain archived) or, once the final payment invoice has been received by Tehama, opt to delete the account.

See 'Account Deactivation' for more details.

Suspended

The suspended state is a state an organization's account is placed into when it has at least one suspension levied against it. A suspension is levied against an organization when it fails to meet an expectation placed on it by Tehama. Reasons for a suspension are:

  • non-acceptance of the latest Terms of Service by the organization owner (the user with the Admin role for the organization)
  • outstanding payments
  • other

An organization can have more than one suspension levied against it at one time.

In the suspended state, user access to the organization in Tehama is restricted to the organization owner, who can only view the organization's profile, plan and payment information. The organization owner will see a banner across the top left corner of the Tehama Web UI denoting the suspended state.

Suspended Banner

All other members of the organization, managers and staff-members, upon attempting to log in, will see a notification stating that the organization has been suspended and to contact the organization owner for more details.

All Tehama rooms owned or connected to by an organization in the suspended state will be inaccessible for all members of that room (for members of other organizations in the room as well).

An organization is placed into this state, that is, suspensions are levied against it, at the discretion of Tehama when evidence of a failure to meet an expectation comes to light.

The reason for a suspension must be cleared or justified by the organization before Tehama will, at its discretion, manually lift the suspension. All suspensions must be lifted before organization's account returns to the active state.

If your organization's account is suspended:

  • Determine the reason(s) for the suspension(s).
    The organization owner can see the suspension reasons as follows. From the user dropdown menu, select Settings and click on the PROFILE sidebar item. The list of suspensions can be found at the top of the page. For example: Suspended notice in profile page
  • Clear or find justification for the reason.
  • Contact Tehama Support to request the suspension(s) be lifted.*

*Note, to clear a suspension for non-acceptance of the latest Terms of Service, the organization owner needs only to log in to Tehama and accept the terms for the suspension to be cleared automatically.


  1. You may request a manual (non-automated) payment option, a manual invoice, from the Tehama Concierge if your organization satisfies the following requirements:
      - Your support plan includes the concierge service (Concierge), and
      - Your organization has a history of payment through one of the automated payment methods.