Organization Creation Guide

Overview

Organizations in Preparebuddy.com allow you to manage students, courses, exams, and assessments in a structured environment. This guide walks you through creating different types of organizations through the web interface.

Types of Organizations

Standard Organization

Best for: Individual teachers, small departments, or single-purpose groups - Creator Role: Becomes organization admin - Structure: Single-level organization - Use Cases: Individual classrooms, small training groups, department-specific assessments

Parent Organization

Best for: Educational institutions, large companies, multi-department organizations - Creator Role: Becomes super admin - Structure: Can have multiple branches/departments - Use Cases: Schools with multiple departments, corporate training with divisions

Branch Organization

Best for: Departments within larger institutions - Creator Role: Branch admin (managed by parent super admin) - Structure: Child of parent organization - Use Cases: Department within university, regional office, subject-specific groups

Creating Your First Organization

Step 1: Access Organization Creation

Login to your Preparebuddy.com account
Navigate using one of these methods:
Main Menu: Platform Solutions → Create Organization
My Workspace: My Organizations → Create New Organization
Dashboard: Quick Actions → Create Organization

Step 2: Choose Organization Type

You'll see three options: - Simple Organization: Quick setup for basic needs - Advanced Organization: Comprehensive setup with full customization - Join Existing Organization: Join an organization you've been invited to

Step 3: Fill Organization Information

Basic Information (Required)

Organization Name: Official name (e.g., "Springfield High School", "Marketing Department")
Display Name: Name shown to users (can be shorter or informal)
Description: Brief description of organization purpose
Organization Type: Select from dropdown (Educational, Corporate, Training, etc.)

Contact Information

Primary Contact: Your name and role
Email: Organization's primary email address
Phone: Contact phone number (optional)
Website: Organization website (optional)

Advanced Settings (For Advanced Setup)

Logo Upload: Organization logo (JPG, PNG, max 2MB)
Color Scheme: Choose primary colors for organization interface
Time Zone: Default time zone for the organization
Language: Primary language for organization interface

Step 4: Configure Initial Settings

Member Settings

Default Member Role: What role new members get by default
Auto-Approve Members: Automatically approve join requests
Allow Self-Registration: Let users find and join your organization
Member Sync: Sync members across branches (for parent organizations)

Feature Enablement

Language Tests: Enable IELTS, TOEFL, GMAT, GRE features
Custom Exams: Enable custom quiz and exam creation
Assessment Tools: Enable essay and research paper assessments
Analytics: Enable advanced analytics and reporting

Step 5: Set Up Hierarchy (Parent Organizations Only)

Creating Branches

If you're creating a parent organization: 1. Add Initial Branches: Create departments or divisions 2. Branch Settings: Configure each branch individually 3. Inheritance Rules: Choose which settings branches inherit 4. Branch Admins: Assign administrators for each branch

Example Hierarchy Setup:

Springfield University (Parent)
├── Computer Science Department (Branch)
├── Mathematics Department (Branch)
├── English Department (Branch)
└── Student Services (Branch)

Step 6: Invite Initial Members

Individual Invitations

Add Members: Enter email addresses of initial members
Assign Roles: Choose role for each member (Admin, Examiner, Member)
Welcome Message: Add personal message to invitation email
Send Invitations: Members receive email with join instructions

Bulk Import (Advanced)

Download Template: Get CSV template for bulk import
Fill Template: Add member information in bulk
Upload File: Import multiple members at once
Review and Confirm: Check imported data before finalizing

Organization Roles and Permissions

Super Admin (Parent Organizations Only)

Capabilities: - Full control over parent organization and all branches - Create, modify, and delete branches - Manage all users across entire organization hierarchy - Access global analytics and reporting - Configure organization-wide settings and policies

Dashboard Access: - Super Admin Dashboard with hierarchy view - Cross-branch analytics and reporting - Global member management interface - Organization-wide settings configuration

Organization Admin

Capabilities: - Full control over their specific organization - Manage organization members and roles - Create and manage exams, assessments, and study plans - Access organization analytics and reporting - Configure organization settings and preferences

Dashboard Access: - Admin Analytics Dashboard - Member management interface - Exam and assessment creation tools - Organization settings panel

Examiner

Capabilities: - Create and manage exams and assessments - View analytics for their created content - Manage assigned groups and members - Grade and provide feedback on submissions

Dashboard Access: - Examiner Dashboard with creation tools - Limited analytics (own content only) - Group management interface - Grading and feedback tools

Member

Capabilities: - Take assigned exams and assessments - View personal progress and analytics - Participate in assigned groups - Access study materials and resources

Dashboard Access: - Member Dashboard with assignments - Personal progress tracking - Assigned content library - Study plan access

Post-Creation Setup

Immediate Next Steps

After creating your organization:

Complete Profile
Upload organization logo
Complete contact information
Set up organization description
Configure Settings
Review default settings
Set up notification preferences
Configure exam and assessment defaults
Add Content
Create initial exams or assessments
Set up study plans
Import existing content if available
Invite Members
Send invitations to initial users
Set up user groups
Assign roles and permissions

Integration with Platform Features

Assessment Module Integration

Organization members appear in assessment assignment lists
Create assessments scoped to your organization
Generate organization-wide assessment analytics

Exam Management Integration

Create custom exams for organization members
Set up exam templates for reuse
Track exam performance across organization

Language Tests Integration

Enable institute features for language test preparation
Manage student lifecycle for test preparation
Track progress across language proficiency tests

Analytics Integration

Access organization-wide performance data
Generate custom reports for stakeholders
Monitor member engagement and progress

Common Setup Scenarios

Educational Institution Setup

Example: High school with multiple departments

Create Parent Organization: "Springfield High School"
Create Branches: Math Dept, English Dept, Science Dept, etc.
Assign Branch Admins: Department heads as branch admins
Add Teachers: Examiners in their respective departments
Bulk Import Students: Upload student roster as members
Configure Settings: School-specific policies and procedures

Corporate Training Setup

Example: Company training department

Create Standard Organization: "TechCorp Training"
Define Groups: New Hires, Management Training, Skills Development
Add Trainers: HR staff and external trainers as examiners
Import Employees: Bulk import employee data as members
Set Up Programs: Create training assessments and certification exams

Language Institute Setup

Example: IELTS preparation center

Create Parent Organization: "Global Language Institute"
Enable Language Tests: IELTS, TOEFL, PTE features
Create Course Branches: Beginner, Intermediate, Advanced levels
Add Instructors: Language teachers as examiners
Set Up Student Management: Enrollment and progress tracking systems

Troubleshooting Common Issues

Organization Creation Problems

Issue: Cannot create organization Solutions: - Verify email address is confirmed - Check if you already belong to maximum organizations - Ensure unique organization name - Contact support if organization quota reached

Issue: Missing features after creation Solutions: - Check feature enablement in organization settings - Verify your role has necessary permissions - Review organization type limitations - Contact admin to enable additional features

Member Management Issues

Issue: Cannot add members Solutions: - Verify you have admin or super admin role - Check organization member limits - Ensure email addresses are valid - Review invitation settings and permissions

Issue: Members cannot access organization Solutions: - Verify member has accepted invitation - Check member role and permissions - Review organization visibility settings - Confirm member email address is correct

Best Practices

Organization Naming

Use clear, descriptive names
Include institution type if relevant
Consider search implications
Keep names professional and appropriate

Role Assignment

Start with minimal permissions and expand as needed
Regularly review and update member roles
Document role assignments and responsibilities
Train users on their role capabilities

Security and Privacy

Regularly review member list
Remove inactive members promptly
Use appropriate privacy settings
Monitor organization activity logs

Growth and Scaling

Plan hierarchy structure for future growth
Establish consistent naming conventions
Document organization policies and procedures
Regular backup of important organization data

This comprehensive guide ensures you can successfully create and configure organizations that meet your specific needs in Preparebuddy.com.