Organization management
Manage your organization's contract, members, invitations, seats, stored PDFs and project-sharing policy.
Open Manage organization
Open your user menu in the workspace and select Manage organization. This option is available to organization admins. The page has three main sections:
- Plan and seats: view your organization's contract and the seats available on each plan.
- People: invite members, change their plan, check stored PDFs and manage pending invitations.
- Settings: choose whether members can share projects within or outside the organization.
The figures on this page use an example organization. Your seat counts and contract details will differ.
How an organization is set up
Our team emails an invite to set up your organization. Sign in with that email and upload your signed agreement at Organization setup.
We review the agreement and create the organization on its terms, then send an invite to manage it. Accept that invite to open Manage organization in the user menu.
The next step is billing. See Billing information below.
Billing information
After you accept the invite, add billing information in Manage organization to activate the organization.
- Card or bank account: for contracts charged automatically, select Add payment method and add a card or US bank account on Stripe's secure page.
- Invoice: for contracts paid by invoice, enter a billing email, company name, address and an optional PO number. Stripe emails an invoice each period, due in 30 days.
Select Save and activate to finish. Members can be invited before that, and can start once the organization is active.
Billing runs monthly, quarterly, yearly or for the whole term upfront, for the amount per period in the contract. It starts on the contract start date, or when billing information is added if that is later. A late first period is charged only for the part that remains. Billing ends on the contract end date.
Seats and plans
Under Plan and seats, check the used and available seats for each plan your organization has, plus Org admin. Pending invitations reserve a seat, so an invitation can use capacity before the person accepts it.
Select Add seats to add seats on any plan, at any time. Added seats are billed on the contract's billing period, at the contract's price per seat. They're charged when added for the rest of the current period, and billing for them stops at the contract end date.
Seats can't be removed during the contract. Removing a member frees their seat for someone else, and the organization's total seats stay the same.
Select Manage billing to open the organization's billing portal for payment methods, invoices and receipts. The plan card shows your contract or trial dates.
Payment problems
If a payment fails or an invoice goes overdue, the org admin sees a notice in Manage organization. Select Manage billing to update the payment method or pay the invoice.
Access continues while this is resolved. New seats can't be added until it is.
Renewal, contract end and trials
Our team renews the contract. Seats added during the old term carry over into the new one.
After the contract end date, screening keeps working for 30 days so renewal never locks anyone out. After that, screening pauses until the organization renews. Nothing is deleted, and members stay in the organization.
A trial ends on its end date, with no extra days. Trials aren't billed and can't add seats.
Contract organizations can't be deleted from the console. Contact us if you need one closed.
Invite a member
In People, select Invite member. Enter the person's email address, choose a plan, and select Send invite. Abstractus emails the invitation and reserves a seat on that plan.
The plan options are the ones your organization has seats for, plus Org admin. An Org admin can manage the organization. A member's plan sets their credit allowance and uses a seat of that type.
If a plan is full, add seats under Plan and seats or free one up by removing a member.
Invite several people at once
Select Bulk invite. Enter email addresses one per line, or separate them with commas or semicolons. Choose a plan under Assign role to all, then select Send invites.
Everyone in that batch receives the same plan. Use separate batches for different plans. Check the result message for invited, updated and skipped entries, and correct any reported errors.
Review pending invitations
The Pending invitations table appears when invitations are outstanding. It shows the email address, plan and invitation date.
To cancel an invitation, select Revoke beside it and confirm. Revoking frees the reserved seat and notifies the invitee by email. It does not remove someone who has already joined. Use the member controls for that.
Find a member and change their plan
Use Search members to find a member. Select their row to view details, including their plan, status and stored PDFs.
To change a member's plan, choose a new value in the member's Seat dropdown and confirm Change role. Their credit allowance updates to match the new plan. Only plans your organization has seats for are offered.
Organization membership is separate from project-sharing roles. Viewer, Commenter, Editor and Owner describe access to an individual project. Plus, Premium, Professional, Unlimited and Org admin describe membership in the organization.
Check balances and buy credits for a member
The Credits column shows each member's total balance, with monthly and purchased credits listed separately. Select the column heading to sort by balance. Select it again to reverse the order, and again to clear the sort.
Select Buy credits beside the member to top up their balance outside their monthly plan allowance. Enter the number of credit packs, then select Continue to payment. Each pack contains 1,000 credits.
Use Refresh to reload the member list and seat counts if you need the latest information.
Stored PDFs
The member list shows how many PDFs each member has stored. Org admins can see this count but can't open the PDFs.
Select Delete PDFs beside a member to remove their stored original PDFs and any ZIPs built from them. Their decisions, reasoning and metadata stay.
Remove a member
Use the remove icon on the member's row, or open their details and select Remove member. Check the email address in the confirmation, then select Remove if you intend to proceed.
Removing a member frees their seat for someone else in the organization. The organization's total seats stay the same.
If they leave, or the organization's access ends, their stored PDFs then follow the normal 14-day retention period, with the usual reminder emails.
Closing the organization
Contract organizations are closed by contacting us.