Managing Organizations

Organizations in Rhythm are any company or institution that you need to track. Contacts can be associated with organizations with one or more roles.

Creating Organizations

• From the CRM App, you can click on Organizations to go to the Organization Overview screen.
• Click the Create Organization button
• Select the Organization Type (optional) and click Continue
• You will be presented with the organization creation form. Enter in the organization’s information and click Save to create the organization record.

Domain Lookup

• When creating an organization, the Organization Domain Lookup component can be used to auto-populate information into the organization’s profile. 
  • Note: On the Organization Domain Lookup component on the Organization form, the Social Lookup feature must be enabled.
• When you enter in the Organization’s Domain, Rhythm will attempt to populate the following information:
  • Organization Name
  • Logo
  • Website
  • Address
  • Phone Number
• Any information that is auto-populated can be edited

Searching Organizations

• At the top of the screen, there is a Search option. This will bring up Rhythm’s universal search, which will allow you to search for any record in the system. 
• When you click on the Search option, you will be able to begin a search for an organization. You can select the Organizations option to only show results for organization’s that match based on:
  • Name
  • City
  • State
  • Phone Number
• Click on the organization to view their 360° screen
• Alternatively, to search on you can go to CRM and click on Organizations in the left navigation to conduct an advanced search that will allow you to enter criteria and pull a list of organizations.

Editing Organizations

• When viewing an organization’s 360° screen, you can click Edit This Organization to update the organization’s profile.

Deleting Organizations

• When viewing a organization’s 360° screen, you can click Organization Options and then Delete to remove the organization’s profile from the system
• You will be prompted with a confirmation message prior to completing the deletion.
• If the organization has other records associated with it (eg. Registration, Financial Transactions, etc), you will not be able to delete the record.

Understanding Organization Contacts vs. Member Contacts

There are two types of contact lists associated with an organization: Organization Contacts and Member Contacts. These lists may not always match.

Navigation:
Organization 360 in CRM app > Organization Contacts tab
Organization 360 in the Membership app > Member Contacts tab

Organization Contacts
The Organization Contacts list contains everyone who is linked to the organization through their CRM record.

Member Contacts
The Member Contacts list shows individuals who were assigned membership during the membership application process.

Why the Lists May Differ
There are scenarios where these two lists do not match:

• An organization may have contacts linked in CRM who were not assigned membership.
• For example, Organization A may have three organization contacts (Contacts 1, 2, and 3), but only Contacts 2 and 3 were assigned membership. In this case, the organization would have three organization contacts but only two member contacts.
• If a contact was assigned membership but later removed from the organization (unlinked from the CRM record), they will still appear as a member contact but will no longer appear as an organization contact.

Understanding the distinction between these two lists helps explain discrepancies and ensures accurate tracking of both relationships and memberships.