Organization Guide: Managing Your Organization

This guide covers how to manage your organization's profile, settings, and basic information in the CRM system.

Overview

Your organization profile contains essential information that:

  • Identifies your organization in the system
  • Appears in resource listings
  • Is used for referral routing
  • Helps caseworkers find appropriate services

Accessing Organization Settings

  1. Log in as an organization administrator
  2. Navigate to Admin in the main menu
  3. Look for Organization Settings or My Organization
  4. You'll see your organization's profile page

Organization Profile Information

Basic Information

Organization Name

  • Your organization's official name
  • Appears in all resource listings
  • Used for identification throughout the system
  • Tip: Use your full legal or commonly known name

Organization Type

  • Service Provider (default)
  • CoC (Continuum of Care)
  • Government Agency
  • Note: Type may affect how you appear in searches

Description

  • Brief overview of your organization
  • Mission and services offered
  • Appears in organization listings
  • Tip: Keep it concise but informative

Contact Information

Address

  • Street address
  • City, State, ZIP code
  • Used for geographic matching
  • Important: Keep address current for accurate service area matching

Phone

  • Primary contact number
  • Used by caseworkers for referrals
  • Tip: Include extension if applicable

Email

  • Primary contact email
  • Used for system notifications
  • Tip: Use a monitored email address

Website

  • Organization website URL
  • Provides additional information
  • Tip: Keep link current

Status

Active/Inactive

  • Active: Organization is operational and accepting referrals
  • Inactive: Organization is temporarily not accepting referrals
  • Important: Inactive organizations won't appear in resource searches

Updating Organization Information

Step 1: Access Settings

  1. Go to Admin → Organization Settings
  2. Or navigate to your organization profile page

Step 2: Edit Information

  1. Click "Edit" or "Update" button
  2. Modify the fields you need to change
  3. Review all changes before saving

Step 3: Save Changes

  1. Click "Save Changes" or "Update Organization"
  2. Changes are saved immediately
  3. Updates appear throughout the system

What You Can Update

Always Editable

  • Organization name
  • Description
  • Contact information (address, phone, email, website)
  • Status (active/inactive)

May Require Admin Approval

  • Organization type
  • Some system-level settings

Best Practices

Keeping Information Current

  1. Update Regularly - Review information quarterly
  2. Verify Contact Info - Ensure phone and email are monitored
  3. Check Address - Verify location is correct
  4. Update Status - Change to inactive if temporarily closed

Description Tips

  • Be Clear - Use plain language
  • Be Specific - Mention key services
  • Be Current - Remove outdated information
  • Be Concise - Keep it brief but informative

Contact Information

  • Use Monitored Channels - Ensure someone checks email/phone
  • Include Hours - Add operating hours if relevant
  • Provide Alternatives - Include multiple contact methods if possible
  • Respond Promptly - Answer inquiries within 24-48 hours

Organization Status

Active Status

When your organization is Active:

  • ✅ Appears in resource searches
  • ✅ Can receive referrals
  • ✅ Resources are visible to caseworkers
  • ✅ Team members can access the system

Inactive Status

When your organization is Inactive:

  • ❌ Does not appear in searches
  • ❌ Cannot receive new referrals
  • ❌ Resources are hidden
  • ⚠️ Existing referrals remain visible

When to Set Inactive:

  • Temporary closure
  • Seasonal programs
  • Reorganization period
  • System maintenance

Organization Types

Service Provider

Default type for most organizations:

  • Non-profit service providers
  • Community organizations
  • Social service agencies

CoC (Continuum of Care)

For CoC organizations:

  • Coordinated Entry systems
  • Regional planning bodies
  • System-level coordination

Government Agency

For government entities:

  • City/county agencies
  • State programs
  • Federal programs

Geographic Information

Service Area

Your organization's service area is determined by:

  • Address location
  • Explicit service area settings (if configured)
  • Resource-specific service areas

Important: Accurate geographic information ensures:

  • Proper resource matching
  • Correct referral routing
  • Accurate reporting

Team Management

From organization settings, you can also:

  • View team members
  • Add new users
  • Manage user roles
  • Remove users

See User Management for details.

Reports and Analytics

Organization-level reports show:

  • Referral statistics
  • Resource utilization
  • Team activity
  • Service outcomes

See Reports & Analytics for details.

Troubleshooting

Can't Find Organization Settings

  • Check your role (must be org_admin)
  • Contact system administrator
  • Verify you're logged into the correct account

Changes Not Saving

  • Check for required fields
  • Verify all data is valid
  • Try refreshing and editing again
  • Contact support if issue persists

Organization Not Appearing in Searches

  • Check status is set to "Active"
  • Verify address is correct
  • Ensure resources are active
  • Contact administrator if still not appearing

Related Guides

Questions? Contact your system administrator for assistance with organization management.