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Organizations

Organizations let companies share a collective credit pool among their employees. Instead of each person managing their own credits, the organization holds a balance that all members draw from when booking.

Understanding Organizations

Think of an organization as a corporate account:

  • The organization owns a credit balance
  • Members are users associated with that organization
  • When members book, credits come from the organization's pool—not their personal balance

This is useful for companies that want to provide studio time as an employee benefit, or teams that share a rehearsal budget.

Finding Organizations

Go to Staff → Organizations to see all organizations.

From the list you can:

  1. Search by name or email domain
  2. Sort by name, domain, member count, or creation date
  3. Click any row to view or edit that organization

The list shows:

Column What It Shows
MG ID System identifier
Name Organization name
Email Domain Domain for automatic member association
Members Number of users in the organization
Created When the organization was created

Creating an Organization

Go to Staff → Organizations and click Add.

Required fields:

  • Name — The organization's name (e.g., "Acme Corp", "Portland Music Collective")
  • Email Domain — The email domain for automatic association (e.g., "acme.com")

The email domain serves two purposes:

  1. Identifies the organization uniquely
  2. Can be used to automatically associate users with matching email addresses

Managing Members

Open any organization to manage its members.

Adding Members

  1. Scroll to Members
  2. Click Add Member
  3. Search for and select the user
  4. Confirm the addition

The user is now part of the organization. When they book, credits will be consumed from the organization's balance instead of their personal balance.

Removing Members

  1. Find the member in the list
  2. Click the remove button
  3. Confirm removal

After removal, the user returns to using their personal credit balance for bookings.

Viewing Member Details

Click any member's name to navigate to their user detail page.

Managing Credit Balances

Organizations have their own credit balances, separate from individual user balances.

Viewing Balances

The organization detail page shows:

  • Total balance across all credit types
  • Individual credit types with:
  • Credit name
  • Available balance
  • Expiration date
  • Expired status (if applicable)

Adding Credits

  1. Scroll to Credit Balances
  2. Click Add Balance
  3. Select the credit type
  4. Enter the amount
  5. Set an expiration date (optional)
  6. Save

Adjusting Balances

  1. Find the credit type in the list
  2. Click Adjust
  3. Enter the new balance or adjustment amount
  4. Update expiration if needed
  5. Save

Credits are consumed in FIFO order—credits expiring soonest are used first.

How Credit Consumption Works

When an organization member books a reservation:

Member initiates booking
        ↓
System checks: Does user belong to an organization?
        ↓
Yes → Credits consumed from organization balance
No  → Credits consumed from user's personal balance
        ↓
Reservation confirmed

This happens automatically. Members don't choose which balance to use—the system routes based on their organization membership.

What Members See

  • Their profile shows their organization name
  • Credit balance displays show the organization's balance (not a personal balance)
  • Booking flow works the same, but draws from the shared pool

What Staff See

  • User detail pages show organization membership
  • Transaction history shows credits consumed from organization balances
  • Organization detail page shows aggregate usage across all members

Editing an Organization

Open any organization to modify it.

Editable fields:

  • Name — Update the organization's display name
  • Email Domain — Change the associated domain

Deleting an Organization

  1. Open the organization detail page
  2. Click Delete

Important: You can only delete an organization if it has no members. Remove all members first.

Deletion is soft—the record is preserved but hidden. This maintains transaction history and audit trails.

Use Cases

Corporate Employee Benefit

A company purchases studio credits for employees:

  1. Create organization "Acme Corp" with domain "acme.com"
  2. Add employees as members
  3. Add credit balance to the organization
  4. Employees book using the shared credit pool
  5. Staff monitors usage via organization detail page

Music Collective

A group of musicians shares a rehearsal budget:

  1. Create organization "Portland Music Collective"
  2. Add members manually (may have different email domains)
  3. Add credits as the collective purchases them
  4. Members draw from the shared balance

School or University

An educational institution provides studio access:

  1. Create organization "Portland State Music Dept"
  2. Add students and faculty as members
  3. Manage semester-based credit allocations with expiration dates
  4. Reset or adjust balances each term

Troubleshooting

Member's bookings not using organization credits

  1. Verify the user is actually a member (Organization → Members)
  2. Check that the organization has available credits
  3. Confirm credits aren't expired

Can't delete organization

Remove all members first. Organizations with members cannot be deleted.

Credits expiring too soon

Check the expiration dates on the organization's credit balances. Consider adding credits with later expiration dates if needed.

User shows wrong organization

A user can only belong to one organization. If they need to switch:

  1. Remove them from the current organization
  2. Add them to the new organization