Organization Management Training

Exploring & Configuring The Org Management Tool For Your Campus



Welcome to your Organization Management Training! This training module will teach you how to configure your campus's Organization Registration form, how to create and edit organizations, and how to establish active requirements.


The Organization Registration Form

The Organization Registration is how organizations are created! Your Customer Success Manager will work with you to configure this form to fit your campus's processes. No more emailed rosters or paper sign-up sheets! Let's take a look!


Certain forms, like the Organization Registration form, are considered "content generating". This means that the system creates a page - such as an organization page or an event page - when a submission for this form is approved.


The Organization Registration form has two types of fields: Mandatory and Optional fields. Mandatory fields cannot be removed from the form and will be used to map major organization information to the portal. In order to edit the Organization Registration form, you must have access to the form.


Here are some additional fields that can be removed/added to the form and will be used to map organization information to the portal. While each field offers utility, they can be removed from your Organization Registration form to best fit your processes!


You can also incorporate waivers and social media to your Organization Registration form!


The Roster field is invaluable during the registration and transition process! You can adjust the requirements to include minimum members, required officer positions, and even grant admin access to officers once the form is approved!


The Advisor widget field can be added to add an advisor automatically to the roster of the organization and give them user access.


Conditional logic is often used on the Organization Registration form to feature questions and content for specific categories of organizations! For example, if you have questions specifically for Greek organizations, you can use conditional logic to ensure that Greek-related questions only show for Greek organizations. Check out more info below!


You can create an efficient approval and notification workflow right in the form settings! This workflow is configurable to your campus and can include departments and stakeholders from around campus!


The Organization List

The Organization page can be accessed by clicking on Organizations from the left navigation menu. The information shown on this list is dependent upon the viewer's access. For example, Organization Administrators will see any organizations they have access to while Campus Administrators will see a full list of organizations on campus.


The organization list is a smart table that can be filtered, sorted, and exported! Learn more in the video below!


Organization Officers List

The Officers tab allows you to identify and contact the active organization officers on your campus quickly and easily. As with other smart tables in the system, the results on this page can be filtered and exported to get you the information you need, fast!


Organization Memberships Tab

This feature allows administrators to view a list of all members they have access to. Organization Admins can view members and officers of the organizations they have access to, while Campus Administrators can see all memberships. For more information on this self-reporting tool, check out our support guide!


Managing Organizations


Categories are used to create groupings of organizations. These groupings allow you to do assessment based on categories and can be used to shape the approval workflow on forms. Users of both the Admin Dashboard and the Student Portal can search for events and organizations related to their interests by using a Category filter to sort results!


Please note, only Campus Admins can create Organization Categories! Here's how to get started creating categories for your campus!


Active Requirements

Certain administrators on your campus have the ability to establish the minimum requirements all organizations need in order to stay active! Let's take a look at the different types of Active Requirements you can employ.


Please note, in order to establish or change Active Requirements, you must have the "Manage Active Requirements" access claim. If you do not see the options outlined below, contact your Campus Administrator.


Types Of Active Requirements


You can require attendance to specific events as a part of an organization's Active Requirements. When selected, the events field will show a list of upcoming events for you to choose from. Only future events will appear in this list, so be sure to establish your Active Requirements prior to those event offerings!


This is a great way to require workshops and training opportunities for your student leaders! Once an event is selected, you can then choose which organization officers will be required to attend. Finally, choose the organization categories this requirement should apply to.


Required Events Attended

Minimum Members

You can also choose to have a minimum number of members. "Members" includes all people listed on the roster including officers, advisors, and general members. Simply set the minimum number of members required, then choose the organization categories this requirement will apply to.


Minimum number of members required for an organization to be considered active.


Finally, you can require specific officer roles for an organization. For example, you can require each organization have at least a president and a treasurer. To do this, click on the Required Officers field and select as many officer positions as you need. You can choose one officer position or make multiple selections. Finally, choose the organization categories this requirement will apply to.


Required minimum officers for an organization.

When you are done creating your Active Requirements, be sure to click the green "Save Requirements" button!


How Do I Know Who Is Failing The Requirements?

There may be organizations who are not meeting the Active Requirements your institution has put in place. Let's take a look at where we can find a list of organizations failing to meet those requirements!


When an organization is not meeting your campus's Active Requirements, an alert banner will appear on the organization's admin page. This banner will be visible to any organization administrator who logs in to the Admin Dashboard. The banner will explain what requirements the organization is failing to meet:


An alert banner explaining the requirements that are not being met.

Messaging And Deactivating Organizations Failing To Meet Active Requirements

You can quickly and easily view a list of organizations failing to meet those requirements. From here, you can choose to notify the organizations or deactivate those who are not meeting the minimum requirements.


Organizations that are failing to meet your campus' Active Requirements are NOT automatically deactivated. An administrator for your campus will need to deactivate those organizations manually; the system will not do so automatically.


Transitioning Organizations

Organization Transitioning will require organization officers to edit and update their organization details, along with selecting new officers and confirming rosters. During the transition process, officers can mark old members as "former", update any position changes to current members, and add in any new folks that joined.


In order to enable Transitioning for your Organizations, you will need specific access that allows you to Manage Transitions. If you do not have the options outlined in the instructions below, please connect to your Presence Campus Administrator. If you are the primary Campus Administrator for your institution, please reach out to customer support for assistance. 



Enabling Transitions

If this is the first time Organization Transitions have been employed at your institution, we recommend working with your Customer Success Manager prior to beginning. Your CSM will be happy to provide overview training on the Transition process and work with you to craft a process that will work best for your institution.


It is important to note, once organizations are placed in transition, they will need to complete the process. Transitions cannot be "turned off" once that process is initiated.


Completing The Transition Process

Once an organization is In Transition, organization officers will be prompted to complete the process. Since the process can be configured for your campus, your process may look a little different than the one featured below. The transition process makes the transfer of leadership quick and easy! Here's a quick look at how to transition an organization.


Individual Organizations

Now that you have organizations created on your campus, let's take a tour of those organization pages and the information they contain! Each organization page contains several tabs that allow students and administrators to quickly navigate their organization pages. Learn more about each of the tabs in the videos below!


Organization Details Tab


Organization Events Tab


Organization Attendees Tab (Video Coming Soon)

The Event Attendees Reporting tab allows users to view a list of event attendees and export those results in a CSV spreadsheet! Administrators can filter results based on event name, dates, even Tags!


Organization Roster Tab


As mentioned previously, organization rosters are an essential part of organization management. Let's take a closer look at the roster tab and how members, officers, and advisors are added, edited, and displayed on this page.


Organization Join Settings, Adding New Members, & Pending Invitations


Documents, Forms, Analytics & Portal Tabs

The remaining tabs on an organization page contain additional information about an organization. This includes documents that have been uploaded to the organization's page and forms that have been attached to an organization.


The Analytics page displayed aggregated information about the organization's event attendees which can help them better plan future events.




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