A (Customer) Organization is an entity representing your clients' businesses or their internal department structure. 

This document describes how to manually create, edit, archive, or delete Organizations. It also includes best practices for working with Organizations in Syncro. 

You can read on, or watch this short video to learn more:

Notes: 

• Customers are in the process of being renamed to (Customer) Organizations, and Contacts to End Users. You may see both in Syncro for the time being.
• If you want to import (Customer) Organizations into Syncro instead, see Import or Export Existing (Customer) Organizations.

Optional Pre- & Post-Requisites

If you have not specified some values in the Administration module prior to creating a new (Customer) Organization, some dropdown menus may appear empty or have limited options. Other fields won't display at all. Therefore, it's a good idea to verify and/or modify the following before you begin:

• Tax rates: So you can specify the (Customer) Organization's default rate or mark them as having a “tax free” status.
• Invoice Terms: Sets the default payment terms for this (Customer) Organization's invoices.  
• Internal Ticket Warning: Check the “Enable Internal Ticket Warnings” (under Admin > Tickets - Preferences)  to add text area to the new/edit (Customer) Organization pages so you can enter a message that Syncro will display at the top of any new Ticket for that Organization. Then when you create the Organization, you can enter something like “Owes money. Only Stacy can approve onsite visits.” 
• Custom Fields for (Customer) Organizations & Contacts/End Users: If you would like to track additional information about each of your (Customer) Organizations in Syncro—which you can later use in Saved Searches, automations, etc.—you can create them.

Best Practices

Everything you do in Syncro requires a (Customer) Organization, so your very first task is to create one. 

These best practices will help you avoid common mistakes and set you up to continue building your business in Syncro. 

• You must provide a Name for the (Customer) Organization. This (Business Name) is the only required field.
• Although it's possible to enter information for an individual owner/decision maker here (e.g., First/Last Name, Email, etc.), we strongly suggest that you create at least one Contact/End User for that person instead. (See also: Work with Contacts/End Users.) 
  • This is because Syncro also uses the Organization's Email whenever a Contact/End User is not available for Tickets, Invoices, and/or Estimates, which can result in unwanted emails for that person.  
  • However, if you expect to use tools that do mapping (like CSV imports) or use the QuickBooks Online integration, Syncro uses the (Customer) Organization's Email (and if not found, the Organization's Phone) as their unique identifier. In these cases we strongly suggest you use a global mailbox (e.g., “info@” or “frontoffice@”) and enter a main phone. If these are not available, you may use a placeholder Email and Phone.
• The same recommendation is true for both the “Enable Portal Users” and “Enable Remote Access” checkboxes. It's best to leave these unchecked at the (Customer) Organization level, and check them for individual Contacts/End Users. (See also: Work with Portal Users & Permission Groups and Enable Remote Access.) Leaving these boxes unchecked does NOT disable this feature for individual Contacts/End Users.
• It's a good idea to check the “SMS Service Enabled” box if you want to use text messaging. Tip: The (Customer) Organization setting of “Turn on SMS by Default” (under Admin > Customers - Preferences) controls this for new Organizations.
• While you're doing your initial setup, we recommend that you check the "No Email - Of Any Kind" box. You can edit or bulk update the (Customer) Organization later to re-enable this. 
• When there's no Customer (Organization) Email provided, the “Additional Invoice CC Email Addresses” field becomes the default email address for any Invoices so it's a good idea to enter one. If both emails are provided, this becomes a CC.
• Many people using Syncro have a single template they use across multiple (Customer) Organizations. However, you may want to customize the Invoice template if you're printing and/or emailing Invoice PDFs and you want them to look different for each Organization. (See also: Customize PDF Templates.)

Create an Organization

Tip: You can also create a new Organization from any page in Syncro via the global New menu.

To create a new Organization, follow these steps: 

1. Select the Organizations tab. Any existing Customer Organizations appear in the table.
2. Click +New Organization. The New Organization page displays, with the Information subtab selected. 
3. In the BASIC INFO and ORGANIZATION SETTINGS sections, complete any fields. Only the Business Name field is required. See Organization Fields Reference for details.
4. If you've previously created Custom Fields for (Customer) Organizations & Contacts/End Users, click the Custom Fields subtab then complete any fields there.
5. Click Create Organization to create this Organization and display its Details Page. Or, click Create Organization And Ticket to create this Organization and display the New Ticket page so you can create an associated ticket.  

Note: When you create a new Organization or edit an existing one, you'll have the ability to select a Syncro Tenant in the ORGANIZATION SETTINGS section. If you've integrated Microsoft and mapped the Microsoft and Syncro Tenants, you gain the ability to support larger Organizations (e.g., those with Contacts/End Users in multiple locations). If you haven't done this integration yet, the existence of the Syncro Tenant simply provides the infrastructure for future scalability. See Integrate Microsoft & Syncro Tenants for more information.

Edit an Organization

Tip: You can also bulk edit several Organizations at once from the Organizations table. For more information, see About the Organizations Tab/Page.

IMPORTANT: Syncro will not allow you to save your changes without selecting a Syncro Tenant. See Integrate Microsoft & Syncro Tenants for more information.

To edit an existing Organization, follow these steps: 

1. Select the Organizations tab. Any existing Organizations appear in the table.
2. Click the hyperlinked Customer Organization name to open its Details Page.
3. In the upper right corner, click Edit.
4. Adjust values for any of the fields. See Organization Fields Reference for details.
5. Click Save Changes.

Archive or Unarchive an Organization 

When you no longer need an Organization, you may want to archive it so that it no longer appears in your list of Organizations.

To archive an Organization, follow these steps:

1. Select the Organizations tab. 
2. Click the hyperlinked Customer Organization name to open its Details Page.
3. In the upper right corner, click the Actions button menu, then select Archive.
4. Click OK to confirm.

To retrieve an archived Organization, follow these steps:

1. Navigate to the Organizations tab.
2. Click the Modules button menu and select Show Archived.
3. Click the hyperlinked Customer Organization name to open its Details Page.
4. In the upper right corner, click the Actions button menu, then select Re-enable.

Delete an Organization

IMPORTANT: When you no longer need an Organization, you can choose to archive it or delete it entirely. When you archive, you have the option to unarchive or delete the Organization later. Deletions are permanent.

To delete an Organization, follow these steps:

1. Select the Organizations tab. 
2. Click the hyperlinked Customer Organization name to open its Details Page.
3. In the upper right corner, click the Actions button menu, then select Delete. (You can also do this from the “Edit Organization” page.)
4. Click OK.

Merge Organizations

IMPORTANT: The merging of Organizations is not a reversible action. Be certain you want to do this before proceeding.

When you merge two Organizations, the information Syncro displays in the "Duplicate Organization to Remove" box carries over to the “Final Organization,” with the following exceptions: 

• Address (City, State/Country, Zip/Postal Code)
• Prepay Hours (Block Hours) Balance
• Notes
• Custom Fields
• All SETTINGS, including "SMS Service Enabled" and “Opt Out - Email Marketing,” which you may want to check. 

All other information--including Tickets, Contacts/End Users, Payments, and Logs—will be included in the “Final Organization.”

To merge two Organizations, follow these steps:

1. Select the Organizations tab. 
2. Click the hyperlinked Customer Organization name to open its Details Page.
3. In the upper right corner, click the Actions button menu, then select Merge. (You can also do this from the “Edit Organization” page.)
4. Click OK.
5. In the “Final Organization” box, type the name of the Organization you want to merge this one into, then select it.
6. Click Merge Organizations. Syncro displays the Organization Details Page for the remaining (Final) organization.

Tip: If you see anything you want to change, simply click Edit.

Manage Custom Fields for Organizations

Whenever you create or edit an Organization, you can click the Manage Custom Fields button in the upper right corner to navigate to the Organization Custom Fields page. Here, you can create, edit, delete, or reorder Custom Fields related to Organizations.

For more information, see Custom Fields for Organizations & End Users.