Kavi Help CenterKavi® Members Help
| Chapter 77. Add a Company | ||
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Part VIII. Kavi Members Admin Tools | 
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Table of Contents
Organization admins use the Add a Company tool to add a new company and information about the company. Depending on site configuration, this may include a URL, logo, privacy option and various kinds of contacts (e.g., Primary Contact, Company Admin. If membership is enabled and the company's purpose is 'Member Company', memberships may be added and managed through this tool. Configurable administrative details allow the Admin to assign types, and if this is a member company, set whether the company appears on signup and application forms. If the site is configured to enforce accepted domains and this is a member company, add a list of accepted domains.
The word "company" is broadly defined in Kavi Members as an entity that groups users. The companies in an organization's database may include commercial enterprises, nonprofit corporations, educational institutions, government agencies, etc. These may also include companies that don't exist in the real world, but are added to group individuals in the database, since every user in the database must belong to a company. Organizations that offer memberships to individuals or track individual nonmembers must add companies specifically to group these users. Staff and administrators must be added to the database as well. When an organization directly employs its own staff and administrators, one of the 'companies' in the database will represent the organization itself, or at least, organization staff.
Options:
- Member Company
In organizations that offer memberships to companies, most companies in the database are member companies. Data requirements for member companies and associated users (i.e., company representatives) tend to be stricter and more extensive than data requirements for companies with other purposes. This is especially true of membership information (of course), but applies to many other kinds of data that may be collected for member companies only, such as the company's URL, logo, accepted domains and designated contacts. An Admin adding a member company will see many fields that aren't displayed when adding other kinds of companies. Most of the Company Types assigned to Member Companies are automatically assigned through membership.
- Staff and Administration
Almost every organization has a few staff companies in the database. These companies are often assigned Company Types created specifically for staff companies and are not assigned Company Types designed to be assigned through membership only. Company Types designed for staff companies may even convey roles that grant higher level access privileges, such as administrative or editorial access.
- Nonmember Companies
This purpose is available if the Web site is configured to track nonmembers companies. Companies with this purpose require the least amount of information. For example, they don't require a primary contact, as member companies do. Nonmember companies may be assigned general Company Types designed specifically for classifying nonmembers (e.g., 'Potential Member', 'Observer', etc.), or Company Types used for members that do not convey roles and access (e.g., regional designators such as 'Pacific Northwest', 'Southwest', etc.). Some organizations manage nonmembers almost like members and in these cases, nonmembers are assigned Company Types that confer the 'members' role, such as the default 'Members Area Access' type.
- Companies for Individuals
Companies for individuals are unique. They don't exist in the real world but are added to the database so that users can be grouped and managed effectively in Kavi Members. If the company you are adding is this type of company, Kavi Members will not display the same set of fields that are displayed for other kinds of companies (e.g., 'admin contact'). Company Types are rarely assigned to these imaginary companies.
Since scheduled email notifications for member companies are sent to the primary contact by default, be sure to designate a primary contact for every member company. You should always enter a company-issued address for the primary contact (if one is available) to avoid potential accepted domains conflicts. If you are adding a company with another purpose, primary contact information will not be collected.
If accepted domains are enforced for the site at any level, you need to provide accepted domains for each member company you add to enable user signup and other functionality. Member companies added without accepted domains will be left off the list displayed on the Company Representative Signup form until this situations is remedied by editing the company to add their list of accepted domains.
Assign the appropriate types based on purpose, as described above. Since users who belong to a company may inherit roles and access through types assigned to their company, it is important to assign the correct types. Types assigned through membership are assigned automatically as memberships pass through the membership workflow.
Enter general information about the company, including purpose, name and address, and privacy preferences. Most options are self-explanatory.
Options that may not be self-explanatory include:
- Purpose
This company's purpose. This can include 'Member Company' or 'Staff or Administration'. If this is a mixed or individual-based organization, the list of purposes will also include 'Company for Individual Members.' 'Nonmember' will only appear if this organization is configured to track nonmembers.
- Company Name
Enter the company's full name as it should be printed on a roster or mailing label.
- Company URL
Enter the full, official URL for this company, including the prefix 'http://' (e.g., http://www.example.com).
- Image or Logo
Add a company image or logo. If Kavi® Showcase is installed, this graphic will be part of the information from the Kavi Members database used to populate the company profile.
- Preferences
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Depending on organization policies, these privacy options may or may not be displayed.
- Privacy Option
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This option controls whether a Company Roster will be available for this company.
Note
This setting DOES NOT impact any other mailing lists or contact options on this site, including those in Kavi® Groups.
If set to 'Yes, share information', a roster of this company's users will be available on the Company Roster page.
If set to 'No, do NOT share information', a roster of this company's users will not be available on the Company Roster page.
- Show on Signup
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This option controls whether the company will or will not be displayed on the Company Representative Signup form.
If set to 'Yes, show on signup', this company will be displayed in the pulldown list that company representatives use to select their company.
If set to 'No, do NOT show on signup', this company will not be displayed in the pulldown list that company representatives use to select their company.
This form will be displayed if you are adding a company whose purpose is 'Member Company'. Use this form to enter company membership information, including the name of the primary contact and any membership types for this company. You may also set a start date for the selected memberships if you want to override start dates that would otherwise be applied automatically. If you are adding a company whose purpose is not 'Member Company' this step will be skipped.
Options:
- Primary Contact
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Add the first and last name of the primary contact for this company. Be sure to add the following information for the primary contact (if available): primary email address, work phone and fax number.
If the 'Primary Contact' option in the Configure Company Membership Application Options tool has been set to 'Do NOT request', you will not be able to add primary contacts through the Add a Company or Edit a Company tools. You can always add primary contacts through the Manage a Company tool. You can also use the Manage a User tools and designate a primary contact by assigning the 'Primary Contact' User Type to a user who belongs to this company.
- Membership Type
Select one or more membership types for this company.
- Start Date
Use this option to manually override the start date that would otherwise be applied automatically as the membership is processed, or leave it blank to have the effective date automatically calculated once the membership renewal process is complete.
Available options depend on site configuration and the purpose of the company you are adding.
Options:
- Administrative Details
Company and membership information is displayed for you to review.
- Types and Access
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Company and membership information is displayed for you to review.
- Types Granted through Membership
A list of Company Types assigned to this company through their Company Membership Type. One or more of these Company Types conveys Members Area Access.
- General Company Types
Assign one or more General Company Types as appropriate. General types are assigned to classify companies, and don't confer any roles or access privileges, but they can be used to retrieve all companies that have been assigned this type (i.e., 'Adopter', 'Pacific Northwest', etc.).
- Administrative Access
Company Types that convey Admin access. Since assigning a privileged Company Type confers access on all users who belong to the company, these types are rarely assigned except to staff companies.
- Editorial Access
Company Types that convey Editor access. Since assigning a privileged Company Type confers access on all users who belong to the company, these types are rarely assigned except to companies whose users are responsible for editing Web content, such as a company for individuals created to group the organization's marketing department.
- Company Representative Signup
- Show on Signup form
Select whether this member company is to be included in the companies listed on the Company Representative Signup form.
- Accepted Email Domains
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Enter a complete set of accepted domains for this company. A company's email domain is based on the domain of the company's URL, and appears in company email addresses following the @ symbol (e.g., username@example.com). The list of accepted domains provided by a company should include all the domains that may be used by users signing up as company representatives. Users whose domains are not included in this list will not be able to signup until the domain is added. In domain matching, subdomains such as 'research.example.com' match 'example.com', so as long as 'example.com' is on the list of accepted domains, it is not necessary to include subdomains.
For more information, see Accepted Email Domains.
- Options
- Activity Note
Add a note to this company's record. This note will be visible to administrators only, and can be viewed using the Company Activity History tool.
This page displays the scheduled email generated by actions you've just initiated through this tool. Each scheduled email is listed by the name. These don't include scheduled email for other applications that may be installed, such as Kavi Billing or Kavi Showcase.
By default, each email in the queue is set NOT to go out. If you want to send this email, set the 'Send Email' option to 'Yes, send this email.', then review the message and edit if desired. When you press the Send Selected Email button, the email you selected will go out immediately. Any message you opted not to send will be suppressed, so you may need to manually generate a message at a more appropriate time through the Send Template Blast to Company Representatives or Send Template Blast to Users tools. The email templates used for scheduled email listed here are available to you when generating manual email blasts through these tools.
To identify the template used to generate this email, go to the View Email Schedule tool and find the value in the 'When' column that most closely resembles the heading here. The name of the template used for that scheduled email is displayed in the 'Template' column.
Fields:
- Email template
The email template on which this email is based. The default template is preselected in the pulldown list. If you wish to use a different template, select your preferred template in the pulldown list and click 'Change Template'.
- To:
The recipient(s) to whom this email is sent.
- Cc:
A list of email addresses, aliases or contacts that will be cc'd when this email notification is sent.
- From
An email address identifying the sender of this email. This field is usually prefilled with an administrative alias in the general format of 'admin@your_domain.org'.
- Subject
The text that appears on the subject line of the email.
- Body
The body stores the contents of the email message. This is prefilled with information that you may edit before sending the message.
Information about the company you added is displayed for you to review. If you would like to add another company, click the Add Another button.
If you decided to compose a simple email rather than sending a template-based, scheduled email you can use the Send Simple Email tool. Copy the 'Public Membership Status Page' link and paste it into the email for the recipient, along with some simple instructions such as:
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| Chapter 76. Add User Activity Record |  |
Chapter 78. Manage a Company |