Organization Management Specifications

Overview

Organizations are the core multi-tenant feature that allows teams, companies, and groups to manage surveys collectively while maintaining individual privacy and progress tracking.

Related Flows: Organization List | Create Organization | Organization Detail | Invite Member | Accept Invitation

Organization Structure

Organization Entity

• Name: Display name for the organization ✅
• Slug: URL-friendly unique identifier ✅
• Description: Optional description or mission statement ✅
• Logo: Optional organization logo (future) 🔲 Not yet
• Settings: Customizable preferences and limits ⚠️ Partial
• Subscription Tier: Free, Pro, Enterprise 🔲 Not yet

Membership Model

• Many-to-Many: Users can belong to multiple organizations ✅
• Roles: Hierarchical permission system ✅
• Invitations: Secure token-based invitation system ✅
• Activity Tracking: Monitor member engagement ✅

Roles & Permissions

Owner

• Full control over organization ✅
• Cannot be removed ✅
• Can transfer ownership ✅
• All admin permissions ✅
• Billing management (future) 🔲 Not yet

Admin

• Invite/remove members ✅
• Create/manage surveys ✅
• View all analytics ✅
• Manage organization settings ✅
• Cannot delete organization ✅

Member

• Take assigned surveys ✅
• View own results ✅
• View organization announcements ✅
• Cannot invite others ✅
• Cannot see other members' individual results ✅

Invitation System

Invitation Flow

1. Admin generates invitation with specific role ✅
2. System creates unique token (expires in 7 days) ✅
3. Email sent to invitee ✅
4. Invitee clicks link ✅
5. Creates account or logs in ✅
6. Automatically joined to organization ✅

Invitation Features

• Bulk Invites: Upload CSV or paste multiple emails ⚠️ Partial
• Role Assignment: Set role during invitation ✅
• Custom Message: Personalize invitation email ✅
• Tracking: See pending, accepted, expired invitations ✅
• Resend: Resend invitations that haven't been accepted ✅
• Revoke: Cancel pending invitations ✅

Organization Dashboard

Overview Section

• Total members (active/inactive) ✅
• Surveys created ✅
• Overall completion rate ✅
• Recent activity feed 🔲 Not yet

Members Section

• Member list with roles ✅
• Last active timestamps ✅
• Survey completion status ✅
• Bulk actions (remove, change role) ✅
• Search and filter capabilities ✅

Surveys Section

• List of organization surveys ✅
• Completion rates per survey ✅
• Average scores ✅
• Create new survey ✅
• Assign surveys to members ✅

Analytics Section

• Aggregate Maslow scores ✅
• Trend analysis over time ✅
• Department/team comparisons (via tags) 🔲 Not yet
• Export capabilities 🔲 Not yet

Organization Settings

General Settings

• Organization name and description ✅
• Logo and branding (future) 🔲 Not yet
• Default timezone ⚠️ Partial
• Language preferences ⚠️ Partial

Survey Settings

• Default reminder schedule ✅
• Mandatory vs optional surveys ✅
• Anonymous responses option (future) 🔲 Not yet
• Result visibility settings 🔲 Not yet

Member Settings

• Auto-approve invitations 🔲 Not yet
• Member directory visibility 🔲 Not yet
• Default member role 🔲 Not yet
• Onboarding survey assignment 🔲 Not yet

Notification Settings

• Admin notifications for completions 🔲 Not yet
• Weekly summary emails 🔲 Not yet
• Member milestone alerts 🔲 Not yet
• Low engagement warnings 🔲 Not yet

Multi-Organization Support

User Experience

• Organization switcher in navigation ✅
• Separate dashboards per organization ✅
• Combined personal view across all orgs ✅
• Organization-specific notifications 🔲 Not yet

Data Isolation

• Surveys scoped to organization ✅
• Results isolated per organization ✅
• No data leakage between orgs ✅
• Separate invitation pools ✅

Subscription Tiers

Free Tier

• 1 organization per user 🔲 Not yet
• Up to 10 members 🔲 Not yet
• 3 active surveys 🔲 Not yet
• Basic analytics 🔲 Not yet
• Email support 🔲 Not yet

Pro Tier ($X/month)

• Unlimited organizations 🔲 Not yet
• Up to 100 members 🔲 Not yet
• Unlimited surveys 🔲 Not yet
• Advanced analytics 🔲 Not yet
• Priority support 🔲 Not yet
• Custom branding 🔲 Not yet

Enterprise (Custom pricing)

• Unlimited everything 🔲 Not yet
• SSO integration 🔲 Not yet
• API access 🔲 Not yet
• SLA guarantee 🔲 Not yet
• Dedicated support 🔲 Not yet
• Custom features 🔲 Not yet

Administrative Features

Member Management

• Import members from CSV 🔲 Not yet
• Export member list 🔲 Not yet
• Bulk role changes ✅
• Activity monitoring ✅
• Engagement scoring 🔲 Not yet

Survey Assignment

• Assign to all members ✅
• Assign to specific groups ✅
• Set deadlines ✅
• Make surveys mandatory ✅
• Track compliance ✅

Compliance & Privacy

• GDPR compliance tools 🔲 Not yet
• Data retention policies 🔲 Not yet
• Member data export 🔲 Not yet
• Right to be forgotten 🔲 Not yet
• Audit logs 🔲 Not yet

Integration Points

Email Integration

• Invitation emails ✅
• Reminder emails ✅
• Summary reports 🔲 Not yet
• Welcome messages 🔲 Not yet

Future Integrations

• Slack notifications 🔲 Not yet
• Microsoft Teams 🔲 Not yet
• Google Workspace 🔲 Not yet
• HR systems (BambooHR, Workday) 🔲 Not yet
• SSO providers (Okta, Auth0) 🔲 Not yet

Organization Lifecycle

Creation

1. User creates organization ✅
2. Becomes owner automatically ✅
3. Sets initial configuration ✅
4. Invites first members ✅

Growth

1. Add more members ✅
2. Create surveys ✅
3. Track engagement ✅
4. Upgrade tier if needed 🔲 Not yet

Maintenance

1. Regular member audits 🔲 Not yet
2. Archive old surveys 🔲 Not yet
3. Export reports 🔲 Not yet
4. Manage subscriptions 🔲 Not yet

Deletion

1. Owner initiates deletion ✅
2. Confirmation required ✅
3. Data export offered 🔲 Not yet
4. 30-day recovery period 🔲 Not yet
5. Permanent deletion ⚠️ Partial

Success Metrics

Adoption Metrics

• Organizations created per month
• Average members per organization
• Member invitation acceptance rate
• Organization retention rate

Engagement Metrics

• Active organizations (weekly/monthly)
• Surveys per organization
• Member participation rate
• Feature utilization

Business Metrics

• Free to paid conversion rate
• Average revenue per organization
• Churn rate
• Lifetime value

Survey Assignment and Recurrence

Core Principle

Users are invited to organizations, not to individual surveys. Once a member of an organization, the admin assigns them to specific surveys. An organization can have 10 different surveys, but each member may only be assigned a subset.

Survey Assignment Flow

1. Admin creates a survey under the organization ✅
2. Admin assigns members to the survey (individually or in bulk) ✅
3. Assigned members see the survey in their dashboard and receive an email notification ✅
4. Members take the survey within the allowed window ✅
5. Admin tracks completion via the organization dashboard ✅

Assignment Rules

• A member can be assigned to multiple surveys ✅
• A survey can be assigned to all members or a specific subset ✅
• Assignment creates a record: { member_id, survey_id, assigned_at, assigned_by } ✅
• Unassigning a member removes future obligations but preserves past responses ✅

Survey Recurrence (Frequency Configuration)

Each survey has a configurable recurrence interval set at the survey level:

When a member completes a survey, the system calculates the next due date:

• next_due_date = completed_at + recurrence_interval

For example: if a member takes a survey on March 26 with a 3-month interval, the next survey is due June 26.

Reminder System (Drip Campaign)

When a survey becomes due for a member, the system triggers a 3-message drip campaign:

Reminder Rules

• Reminders are only sent after the due date, not before ✅
• If the member completes the survey at any point, remaining reminders are cancelled ✅
• Reminder intervals are configurable at the survey level (default: 0, 3, 7 days) ✅
• All reminders include a direct link to take the survey ✅

Overdue Flagging (Admin Escalation)

If a member has not completed a survey after all 3 reminders have been sent:

1. The member is flagged as overdue in the organization dashboard ✅
2. The admin sees a "Needs Attention" section with:
   • Member name and email ✅
   • Survey name ✅
   • Days overdue ✅
   • Number of reminders sent ✅
3. The admin can:
   • Send a manual reminder (custom message) ✅
   • Extend the deadline (push the due date) ✅
   • Waive the survey (mark as not required for this cycle) ✅
   • Contact the member directly 🔲 Not yet

Data Model

survey_assignments:
  id: string
  survey_id: string
  member_id: string (user_id)
  organization_id: string
  assigned_at: datetime
  assigned_by: string (admin user_id)
  status: "pending" | "completed" | "overdue" | "waived"
  current_due_date: datetime | null
  last_completed_at: datetime | null
  next_due_date: datetime | null
  reminders_sent: number (0, 1, 2, or 3)
  last_reminder_at: datetime | null

survey (additional fields):
  recurrence_enabled: boolean (default: false)
  recurrence_interval_days: number (e.g., 90 for 3 months)
  reminder_intervals: [0, 3, 7] (days after due date)

Admin Dashboard View

The organization detail page shows a "Survey Compliance" section: