Creating and editing an organisation

This page is for garage owners and Authorised Examiners who need to set up the business that owns one or more test stations in MOTLogs, keep its details up to date, or accept an invitation to join one.

What is an organisation in MOTLogs?

An organisation is the business or Authorised Examiner (AE) that your test stations belong to. You link test stations to an organisation, and invite colleagues to it. Everything you see in the member area is scoped to an organisation you belong to. See What is MOTLogs? and the glossary for the wider picture.

One person can belong to several organisations, and one organisation can have many stations.

Where do I see my organisations?

Open Organisations in the sidebar, in the Stations group. The page is headed Organisations, with the line "Organisations you manage and the test stations linked to them".

The grid shows Organisation, Created On, Address Line 1 and Postcode for each organisation you are linked to, including invitations you have not yet accepted. Use Search to find one, and Removed at the right of the toolbar to include organisations you have left. With none you see "No people linked to this organisation yet."

How do I create an organisation?

1. Open Organisations and select Add Organisation.
2. In the dialog headed "Organisation - Create New", fill in Trading Name, address lines, Town and Postcode on the Details tab. Add a Phone Number and Email if you have them.
3. Select Submit.

MOTLogs shows "The organisation has now been saved". You are linked to the new organisation as its Authorised Examiner and are already verified.

If an organisation with the same Trading Name and Postcode already exists, the save fails with "The organisation has already been registered." Ask the person who created it to invite you instead. See Inviting team members and setting roles.

The Roles and Invoices tabs only appear once the organisation exists. Reopen it after saving.

How do I accept an invitation?

An organisation that someone invited you to appears in your Organisations grid with a Click to accept icon (a tick in a badge). You cannot open the row until you accept. If you click it, MOTLogs says "Sorry you cannot view this data until verified. Please check back later."

Select Click to accept. MOTLogs shows "You have now been linked to this organisation." The organisation is then available in the Organisation selectors across the member area.

To decline, select Click to remove (a minus in a circle) on the same row.

How do I edit an organisation's details?

Click the organisation's row. The dialog "Organisation - name" has these tabs:

• Details: Trading Name, Email, Phone Number, address lines, Town, Postcode, a photo (.png, .jpg or .jpeg, resized to fit 640 by 480), description, and read-only stripe_customer_id and start_date.
• Social Media: Website, Facebook, Twitter, Instagram, Linkedin, Youtube, Vimeo.
• Roles: your team. See Inviting team members and setting roles.
• Invoices: the organisation's payments.

Select Submit to save. MOTLogs shows "The organisation has now been saved".

How do I verify the organisation's email and phone number?

On Details, the Email and Phone Number each have a Verified tick and a Verify button. Save the value first. Verify is greyed out until a saved value exists, and once the value is verified.

• Email Verify sends a message to the address: "An email verification has been sent."
• Phone Number Verify places an automated call to the number: "Verification will starts shortly".

Changing the phone number after it was verified clears the Verified tick until you verify it again.

How do I leave an organisation?

• For an invitation you have not accepted, use Click to remove in the grid.
• For an organisation you have joined, the Remove the link to this organisation button on Details appears only for members holding the Administrator role. Authorised Examiners do not see it. Ask your Authorised Examiner or MOTLogs support to remove you, or have an Authorised Examiner remove you on the Roles tab.
• To rejoin, show Removed and select Click to reinstate (a plus in a circle). The organisation returns as not yet accepted, so select Click to accept on it afterwards.

Reference