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Introduction to Organization Profiles
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Within SurveyMonkey Apply you can configure your site to allow users to apply as an Individual Applicant, or on behalf of an Organization. With Organization registration enabled in your site, Members of the same Organization can seamlessly work together on applications to submit the application under their Organizations name. This article will provide a brief overview of the feature and how to configure it within your site.

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Organization Profiles: Overview

Organization Profiles allow users to register to your site and apply to programs on behalf of an organization. Depending on your preference applicants accessing your site can choose to register as an Individual, an Organization, or Both. If applicants are able to register as both within the site, you can also configure the individual programs to only be available to one or the other, or both options. When registering, applicants will be asked for basic information about the organization they are applying for, to allow you as a site administrator to gain a better sense of who is registering.

When an applicant registers for an Organization, they will be considered the Primary Organization Administrator. They will also be able to add additional members to create and manage applications on behalf of an organization.

Within an organization there can be three different types of members:

Member Type

Description
Primary Administrator

This member will have full administrative control over the organization's members and applications. The initial creator of the organization will be made the Primary Administrator by default. However, they will be able to transfer ownership of the organization. They will also be able to edit and remove members of the organization at any time.

They will also be the primary contact for that organization.
Organization Administrator

These members have similar control over the organization's members and applications as the Primary Administrator. However, they will only be able to edit and remove non-administrative members, or inactive Organization Administrators.
Non-Administrative Members

These members will be able to edit applications on behalf of the organization but will not have access to manage the organization's profile and members. They will also not be able to create or submit applications for an organization.

 

How to Setup Organizations

 

How to Enable Organization Registration

If you wish to allow your applicants to register as an Organization, or as an Organization or Individual:

  1. Click on Settings
  2. Go to Registration
  3. Under Registrants, click on the dropdown for Registrant Restrictions
  4. Select the restriction you wish to set:
    Restriction

    Description
    Individuals Only

    Registered Users can access site material only as an Individual
    Organizations Only

    Registered Users can access site material only as a member of an Organization
    Individuals and Organizations

    Registered Users can access site materials both as a member of an organization or as an individual.
  5. Optional: Enable Require tax numbers for organizations that register.
    i. Choose what format of tax number(s) your users might register with based on the countries they reside in.
    ii. Click Done. When enabled this will be required for all organizations. If you wish to make this optional consider adding an Organization Custom field.
  6. Click Save

How to Configure Programs for Organizations and/or Individuals

If you have set up your registration to allow for Both Organizations and Individuals, you can configure each program in your site based on who can apply to the organization.

To configure these settings:

  1. Go to your Program Settings
  2. Go to the Applications tab
  3. Under Restrict Applications, select who can apply for the program: Individuals Only, Organizations Only, Individuals and Organizations
  4. Click Save & Exit

How to Implement Organization Custom Fields

Setting up Custom Fields for your organization is the same as creating Custom Fields for Applicants, Reviewers, and Recommenders. However, the selected Target will be Organizations.

TIP! Use Custom Fields to collect additional information about the organization that the SurveyMonkey Apply registration form does not already collect.

 

How to Add and Manage Organizations

As the site Administrator, you will be able to add organizations individually or in bulk from the Manage Users section of the site.

After you have added the organization, the primary organization administrator will need to be invited to the organization in order to complete the Organization Profile before the organization will appear visible on their applicant account.

How to Add Organizations

Once you have enabled organizations in your site, organizations can either register themselves, or you can manually add them. Manually adding organizations will allow you to add the organization’s name, and the name and email of the primary administrator of the organization.

To add an organization to the site. 

  1. Go to Manage Users
  2. Click on Add Organization in the top right corner
  3. Enter the Organization Name, and the First Name, Last Name, and Email Address of Primary Administrator for that organization.
  4. Recommended: Select Notify user by email that they have been added. When adding the organization, the primary administrator will need to be invited to the organization in order to complete the organization profile.
  5. Optional: Enter applicable Organization Custom Fields
  6. Click Add Organization

An email can still be sent to invite the primary administrator at a later date (after they have been added). For more information see How to Invite a Primary Admin to the Organization

How to Import Organizations in Bulk

In some cases, you may need to add multiple organizations to your site at one time. If this is the case, you can use the Import Organizations feature of the site.

To upload users in bulk:

  1. Go to Manage Users
  2. Click on Add Organization in the top right corner
  3. Click Import Users
  4. Select Download Template. If you have custom fields in the site these fields will also be added as columns to the template.
  5. Populate the Template with all the relevant information of the users ensuring that Organization name, Primary Admin First Name, Primary Admin Last Name, and Primary Admin Email are filled as these are required fields
  6. Once you have saved the file on your computer, select Choose File under Upload your populated organization template:
  7. Choose what you would like to do with Duplicate Entries (refer to the available options below)
  8. Recommended: Select Notify user by email that they have been added. When adding the organization, the primary administrator will need to be invited to the organization in order to complete the organization profile.
  9. Optional: Select Include a custom message in the email to send a quick message including the reasoning for inviting them to the site. The same message will be sent to all users in the CSV file.

Uploading Duplicate Entries

If the primary administrator already exists within your site, you can select how you would like to treat duplicates that may exist in your import. The options you can choose from are:

Action

Description
Skip

If there is an email address in the import that already exists in your site, the upload will completely skip over this user, and no further information will be updated.
Overwrite Existing Fields

In some cases, information may have changed for your users. With this option, if the site recognizes a duplicate it will use the information in the upload to overwrite the information that exists in the site.
Update Missing Fields

This option means that if the field was not completed previously then it will be updated. This can be useful if you add a new custom field and only wish to update that field for users.

 

How to Manage Organizations

Once you have added your Organizations to the site you can manage them as an administrator. In most cases, the Organizations will be managed by the Members that are apart of the organization. However, as a Site Administrator, you can perform these actions on behalf of the organization as well.

NOTE: You will not be able to add or remove members to or from an organization, this can only be done by the Administrators of the Organization.

To Manage an organization:

  1. Go to Manage Users
  2. Click on the Organizations tab

This will provide you with a full list of the Organizations that have applied to your site, as well as a few details about the Organization including the email address of the Primary Administrator.

From here you can:

How to Email Members of the Organization

  1. Go to Manage Users
  2. Click on the Organizations tab
  3. Select the organization you wish to contact
  4. Click on the Email icon
  5. Select if you wish to email the Organization primary administrators or All Organization Members
  6. Compose your email
  7. Click Send Now

How to Invite a Primary Admin to the Organization

  1. Go to Manage Users
  2. Click on the Organizations tab
  3. Select the organization you wish to contact
  4. Click on the More Option Icon and show the Organization in Full Screen
  5. Go to the Members tab
  6. Select the Primary Administrator
  7. Click Actions
  8. Click Send Invite

This will send the primary administrator an invitation to the organization to allow them to log in, complete the registration process and fill out the rest of the Organization Profile. Any fields that you already filled in for them will be auto-populated into the registration form.

How to Deactivate an Organization

  1. Go to Manage Users
  2. Click on the Organizations tab
  3. Select the organization(s) you wish to deactivate
  4. Click on Actions
  5. Click Deactivate

How to Activate/Deactivate Organization Members

  1. Go to Manage Users
  2. Click on the Organizations tab
  3. Click on the title of the Organization to open the Organization Profile
  4. Click on the More Options icon
  5. Click Show Full Screen
  6. Go to the Members tab
  7. Select the Members you wish to Activate/Deactivate
  8. Click Actions
  9. Select Activate or Deactivate
  10. Confirm the action