Kavi Help CenterKavi® Members Help
| Chapter 86. Add a Company | ||
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Part VIII. Kavi Members Admin Tools | 
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Table of Contents
Use the Add a Company tool to manually add a new company and set information about the company. Depending on the Company Purpose and the kinds of information your organization collects for companies with this purpose, you may be asked to enter a company URL, upload a company logo, set privacy options and provide various kinds of contacts and contact information.
You may manually assign Company Types that are available for company's with the selected Company Purpose. Company Types may confer roles that are inherited by all users who belong to the company. When adding a company manually, any Company Types that are ordinarily assigned automatically are preselected. As a general rule-of-thumb, you want to leave the defaults as they are. If membership is enabled on your website, you will not be able to assign types that are assigned through membership, since these are assigned and revoked automatically as the company's memberships become current and expire.
If membership is enabled and this is a Member Company, memberships may be added and managed and the administrator may set whether this company appears on signup and application forms. If accepted domains are enforced in Kavi Members at any level, be sure to enter each member company's accepted domains to enable user signup for this company. A member company added without accepted domains won't be displayed on the Company Representative Signup form until this situation is remedied by adding accepted domains for this company.
Note
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.
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 Company'. If this is a mixed or individual-based organization, the list of purposes also includes 'Company for Individual Members'. 'Nonmember Company' appears if nonmember tracking is enabled. For more information see Company Purposes.
- 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 is 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.
Options:
- Primary Contact
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 email 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.
- Membership Type
Select one or more membership types for this company.
- Start Date
Leave these values set to their defaults to have the Start Date set automatically when the membership is approved and goes current. You can manually set the Start Date to a specific date if you want to override the date that would have been set automatically.
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
- Types Granted through Membership
This field is displayed if membership is enabled on your website. A list of Company Types assigned to this company through their Company Membership Type. One or more of these Company Types conveys the 'member' role and Members Area Access.
- General Company Types
You may assign one or more General Company Types to classify this company. These types don't confer any roles or access privileges, but once a type is assigned it can be used to retrieve all companies of that type as a group for reports, mailing lists, etc.
- Administrative Access
Company Types that convey Admin access are rare. If there are any of these on your website, they are probably only available to Staff Companies.
- Editorial Access
Company Types that convey Admin access are rare. If there are any of these on your website, they are probably only available to Staff Companies.
- Company Representative Signup
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This section is displayed if this is a Member Company.
- 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 is only visible to administrators with Reports Area access, where it can be viewed using the Company Activity History tool.
This page displays a list of scheduled email generated by actions you've just initiated through this tool. Each scheduled email is listed by name. This list doesn'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 85. Add User Activity Record |  |
Chapter 87. Manage a Company |