Organization in Ajax PRO Desktop

This article describes how companies are grouped into organizations and how such organizations function in Ajax PRO Desktop.

Overview

An organization is an entity that unites multiple companies into a single structure. It has a headquarters (the main company) and multiple subsidiaries (units).

Organizations provide more flexible, centralized object management by allowing access rights to be distributed among the main company employees for any object within the organization.

Organization features are available in Ajax apps of the following versions or later:

• Ajax PRO Desktop 5.XX (Windows/macOS)

Key principles

Organizations in Ajax PRO Desktop function according to the principles described below.

Structure

• An organization consists of a single main company (headquarters) and multiple units (subsidiary companies).
• The main company can have up to 50 units. However, this limit can be increased upon request to Ajax technical support.
• Each company can be part of only one organization.
• An organization has a two-level hierarchy: the main company at the first level and units at the second level. A third or lower level is not available. This means that the main company unit cannot have its own subsidiary companies.
• Any company that is not part of an organization or has left an organization can become a main company or a unit.
• If a company is the main company in an organization, it cannot become a unit of another organization. The company must leave the organization first to make this change.
• If a company is a unit in an organization, it cannot become a unit in another organization or a main company. The company must leave the organization first to make this change.

Company service type dependencies

• The services provided by the main company, such as Alarm monitoring, Installation and maintenance, or both, must match the services provided by all units within the organization. For example, if the main company provides both services, units that provide any service type, such as Alarm monitoring, Installation and maintenance, or both, can be part of such a company. If the main company provides only Installation and maintenance, only units that provide Installation and maintenance can be part of such a company.
• The main company cannot invite units if the services they provide do not match.
• A unit cannot accept an invitation from the main company if the services they provide do not match. This situation can occur if the services were changed after the invitation was sent.
• The main company cannot change the services it provides if this change results in a mismatch with the services the units provide.
• A unit cannot change the services it provides if this change results in a mismatch with the services the main company provides.
• If the main company provides both Alarm monitoring and Installation and maintenance services, and a unit provides only one service type, the unit can start providing both services. However, after this change, the unit cannot roll back to providing only one service due to system restrictions. The unit must leave the organization to make such a rollback.

Company deletion

• If a company is part of an organization, either as the main company or as a unit, it cannot be deleted. The company must leave the organization first before it can be deleted.

End-user awareness

Because the main company has access rights to its units' objects, the system ensures that end users are always informed when a company is a unit in an organization. The system also notifies end users when a company that is added to the object (user's space) becomes a subsidiary or leaves the organization.

All companies within an organization have the "Unit in organization" label in Ajax apps. More information about the main company is available on the unit's information page.

The system notifies end users about the following events:

• A monitoring or installation company that provides services for an object becomes a unit in the organization. The main company and its employees can also access the object.
• A monitoring or installation company that is a unit of the organization starts providing services to the object. The main company and its employees can also access the object.
• A monitoring or installation company that provides services for an object leaves the organization. The main company and its employees can no longer access the object.

Organization management

Organization management is performed in the Organization menu in Ajax PRO Desktop. This menu is available only to the Company owner roles. In the menu, company owners can do the following:

• As the owner of the main company:

  • Send invitations to companies to join the organization as a unit

  • See the list of invited units

  • Revoke invitations that units have not yet accepted or declined

  • See the list of companies that have joined the organization as units

  • Send a removal request to units to leave the organization

  • Revoke removal requests that units have not yet accepted or declined

• As the owner of a unit:

  • See the list of invitations to join the organization as a unit

  • Accept or decline invitations

  • See information about the main company

  • Confirm a removal request to leave the organization

To open the Organization menu, in Ajax PRO Desktop:

1. Log in to the app with a company owner account.
2. Select Company in the navigation bar.
3. Select Organization in the navigation menu.

Adding a unit to an organization

To add a unit to an organization, the main company must send an invitation to the unit, and the unit must accept it.

To send an invitation from the main company, in Ajax PRO Desktop:

1. Select Company in the navigation bar and go to Organization.
2. Click Invite unit.
3. Enter the company name or its email address in the search field.
4. Select the required company from the list.
5. Click Invite unit to send an invitation.

To process an invitation on the unit side, in Ajax PRO Desktop:

1. Select Company in the navigation bar and go to Organization.
2. Select the required invitation from the list.
3. Click Join organization to accept the invitation or click Decline invitation to reject it.

Removing a unit from an organization

To remove a unit from an organization, the main company must send a removal request to the unit, and the unit must confirm it.

To send a removal request from the main company, in Ajax PRO Desktop:

1. Select Company in the navigation bar and go to Organization.
2. Select the required unit from the list.
3. Click Remove from organization, then click Remove to confirm sending the removal request.

To process a removal request on the unit side, in Ajax PRO Desktop:

1. Select Company in the navigation bar and go to Organization.
2. Click Confirm removal, then click Leave organization to confirm leaving the organization.

If a removal request was sent by mistake, contact the main company to clarify the details.

Employee management

An organization enables assigning main company employees to multiple units. This allows employees to access and manage all assigned companies and their objects from a single location without switching between companies.

Only main company employees with administrative rights can assign other main company employees to units. The right to assign employees is distributed among the roles as follows:

• Company owner — can assign employees with any role to any unit.
• Head of installers — can assign only employees with the Installer role to units to which the Head of installers is assigned.
• Head of operators — can assign only employees with the Operator role to units to which the Head of operators is assigned.
• Senior CMS engineer — can assign only employees with the Engineer role to units to which the Senior CMS engineer is assigned.

To assign an employee to a unit, in Ajax PRO Desktop:

1. Select Company in the navigation bar and go to Employees.
2. Find the required employee in the list.
3. Click and select Assigned units.
4. Click Assign to unit or Edit in the window that opens.
5. Select the required units.
6. Click Save to assign the units.

When a new employee is being added to the main company, the system allows assigning them to the required units during the addition process.

Once an employee is assigned to a unit, they keep the same role(s) as in the main company. Access rights to the unit's objects for assigned employees are defined in the unit's Access rights settings.

An employee assigned to a unit can view the complete list of the unit's objects, search and filter them, and manage each object according to their access rights in the respective unit. For more information, refer to the Object management section.

Each unit has two employee lists in the Employees menu in Ajax PRO Desktop. The Your employees tab shows the unit's employees, while the Main company employees tab shows the employees assigned to this unit. The Main company employees tab displays employees in read-only mode, as the main company manages them.

A unit can add a new employee at the unit level even if the employee has already been added to the main company and assigned to the unit. In this case, the employee can switch between the main company and the unit. The employee will appear in both lists — Your employees and Main company employees — in the Employees menu.

Object management

An organization enables centralized object management across multiple units. Employees of the main company can view the complete list of all units' objects, search and filter them, and manage each object according to their access rights in the respective unit. Note that the main company's employees can access only the objects of units to which they are assigned.

Objects are available in the Objects tab in Ajax PRO Desktop. The Managed by unit column shows which company the object belongs to.