Setting Up Your Organization

Properly configuring your organization is the foundation for using RefriTrak effectively. This guide walks you through setting up your organization profile, understanding subscription tiers, and managing multi-organization structures.

Initial Organization Setup

When you first register for RefriTrak, a default organization is created for you. Let's customize it to match your business.

Accessing Organization Settings

Click Organization in the top navigation bar
Select the Settings tab
You'll see your organization profile form

Note: You need ORG_ADMIN or PARENT_ORG_ADMIN role to access these settings.

Organization Profile Configuration

Basic Information

Organization Name
Your business name as it appears on reports and to customers.

Example: "ABC HVAC Services"
This appears on compliance reports and invoices

EIN (Employer Identification Number)
Your federal tax identification number.

Format: XX-XXXXXXX
Required for EPA compliance reporting
Used for Section 608 leak reporting

Brand/Logo Upload your company logo for customized reports and white-label features (ENTERPRISE only).

EPA Configuration

Default Threshold
You can set your default threshold for reporting requirements. As of Nov 2025, it's 50lbs but will change to 15lbs Jan 2026. This number is adjustable to allow flexibility and staying ahead of any leak reporting if you choose.

Compliance Thresholds
RefriTrak automatically tracks EPA leak rate thresholds, but you can set custom alerts:

10% threshold: Comfort cooling
20% threshold: Commercial refrigeration
30% threshold: Industrial refrigeration

Leak Tracking
Enable automatic leak detection notifications:

Alert when leak rate exceeds 80% of threshold
Email notifications to administrators
Dashboard warnings for approaching deadlines

Contact Information

Primary Contact
The main point of contact for your organization:

Name
Email (used for system notifications)
Phone
Title/Position

Mailing Address
Your business address for compliance correspondence:

Street Address
City, State, ZIP
Country

Multi-Organization Setup (PRO/ENTERPRISE)

Multi-organization features allow you to manage multiple locations, branches, or divisions under one parent organization.

When to Use Multi-Org

Use multi-org if you:

Have multiple physical locations
Manage different business entities
Need separate reporting per location
Have franchise or branch operations
Want location-specific admin access

Use single-org if you:

Have one main location with mobile technicians
All staff share the same equipment and inventory
One administrator manages everything

Creating Sub-Organizations

Requirements: PRO or ENTERPRISE tier + PARENT_ORG_ADMIN role

Steps:

Navigate to Organization → Sub-Organizations tab
Click Create Sub-Organization
Fill in the form:
- Name: Location or branch name (e.g., "ABC HVAC - North Branch")
- Location: Physical address of this branch
- Admin User (optional): Assign an ORG_ADMIN for this location
Click Create

What Happens Next:

New organization is created under your parent org
You can switch between organizations using the org switcher
Sub-org starts with its own empty data (no shared equipment/customers)
Sub-org inherits your subscription tier

Sub-Organization Management

Assigning Users
When creating or editing users, you can:

Assign them to a specific sub-org
Grant access to multiple sub-orgs (multi-org access)
Set their role per organization

Organization Switcher
PARENT_ORG_ADMIN users see an organization switcher in the top navigation:

Click the organization dropdown (top left)
Select the sub-org you want to view
Dashboard and all data switches to that organization
Your role and permissions remain the same across all orgs

Parent Org Dashboard
When viewing your parent organization, you see:

Aggregated statistics across all sub-orgs
Quick stats per sub-organization
Ability to drill down into any sub-org
Consolidated compliance reporting

Subscription Management

Upgrading Your Plan

From FREE to SMALL_BIZ/PRO/ENTERPRISE:

Click your user menu (top right)
Select Upgrade or navigate to Organization → Billing
Choose your new plan
Enter payment information
Confirm upgrade

Effect: Immediate access to new features, no data loss

Downgrading Your Plan

Please contact support for downgrading your plan.

Organization Switcher (PRO/ENTERPRISE)

The organization switcher appears in the top navigation bar for PARENT_ORG_ADMIN users with PRO or ENTERPRISE subscriptions.

How It Works

Default Behavior:

When you log in, you start in your "parent" organization
Parent org shows aggregated data from all sub-orgs
Switch to any sub-org to see its specific data

Using the Switcher:

Click the organization dropdown (top left, near the logo)
You'll see:
- Your parent organization
- List of all sub-organizations
- Organization count
Click any org to switch to it
All data, dashboards, and lists update to show only that org's data

What Changes When You Switch:

Dashboard analytics (specific to selected org)
Customer list
Equipment and cylinders
Jobs and appointments
Reports (scoped to that org)

What Stays the Same:

Your user role and permissions
Navigation and features
Organization settings (each org has its own)

Best Practices

Organization Naming

Clear Naming Convention:

Parent Org: "ABC HVAC Services"
Sub-Orgs: "ABC HVAC - North", "ABC HVAC - South", "ABC HVAC - Commercial Division"

Why This Matters:

Easy to identify in org switcher
Clear in reports and exports
Helps with user assignment

Data Separation

Multi-Org Structure:

Each sub-org has completely separate data
Customers, units, and cylinders are not shared
Users can be assigned to multiple orgs if needed
Parent org dashboard aggregates data for overview

Single-Org Structure:

Use locations to separate branches within one org
Easier management for smaller operations
No need to switch organizations

User Assignment Strategy

Dedicated Users (recommended for most staff):

Technicians → Assigned to one sub-org where they work
Office Staff → Assigned to their location's sub-org

Multi-Org Users (for mobile/supervisory roles):

Roving supervisors → Access to multiple sub-orgs
Consultants → Temporary access to specific orgs
Corporate staff → Access all orgs for oversight

Common Questions

Q: Can I change my organization name later?
A: Yes, ORG_ADMIN or PARENT_ORG_ADMIN can update it anytime in Organization Settings.

Q: What happens to my data if I downgrade?
A: All data is retained, but you may lose access to features like extended date ranges or multi-org switching.

Q: Can I have different subscription tiers for different sub-orgs?
A: No, all sub-orgs inherit the parent org's subscription tier.

Q: How do I delete a sub-organization?
A: Only PARENT_ORG_ADMIN can delete sub-orgs from the Sub-Organizations tab. Warning: This permanently deletes all data for that org.

Q: Can I move users between sub-organizations?
A: Yes, edit the user and change their assigned organizationId. They'll lose access to their old org unless you grant multi-org access.

Q: Do sub-organizations need separate billing?
A: No, billing is at the parent org level. All sub-orgs are included in your subscription.

Next Steps

With your organization configured:

Managing Users and Teams - Add your team members
Understanding User Roles - Learn about role permissions
Navigating RefriTrak Interface - Explore the dashboard

Need Help? Contact support through your user menu or email support@refritrak.com for assistance with organization setup.