How Organisation Groups Work

This guide explains how it all fits together. For one job at a time, the short articles in this topic have the exact steps.

Organisations and Groups

Belong to more than one organisation on one sign-in, and bring organisations together in a group with combined numbers, a shared watchlist, common rules and one bill.

Many people look after more than one organisation: a holding company and its subsidiaries, a facilities firm with many client buildings, a church network, a group of schools or hospitals. Agoo handles this in two ways.

More Than One Organisation

One Agoo sign-in covers every organisation you belong to, on every plan. The organisation menu at the top of the side bar lists them with your role in each; choose one to switch. Each organisation keeps its own people, sites, records, branding and plan, and nothing crosses between them.

You join another organisation when its Owner or an Admin invites you: open the link in their email while you're signed in, and it's added to your menu. To start a new one yourself, choose New organisation in the same menu. Your request goes to Agoo, and when it's approved you get an email to open it, with you as its Owner.

Groups

A group brings organisations together. It's led by one organisation on Pro (up to 5 other organisations) or Enterprise (no limit), and each organisation joins only when its Owner accepts. A group gives its admins:

• One view: who's on site, expected and waiting across every organisation today, then each one side by side, and reports that compare them over any period.
• A shared watchlist: organisations that opt in check visitors against each other's entries.
• Common rules: two-step verification for everyone, and limits on how long members keep visitor data.
• One bill: the group can pay for the organisations it covers on one monthly invoice.

Each organisation decides what the group gets inside it: totals only, read-only, or admin. It can change that or leave at any time, and leaving ends everything the group had there at once.

• Lead a group: Start a group, invite organisations, see their numbers and set rules.
• Join a group: Accept an invitation and choose what the group gets in your organisation.
• Group billing: One monthly bill for the organisations the group pays for.

Lead a Group

Start a group from Settings → Group, invite organisations by their Agoo address, see their combined numbers, and set the rules every member keeps to.

Start a Group

The Owner of an organisation on Pro or Enterprise starts a group from Settings → Group → Start a group, with two-step verification. Their organisation leads the group, and they are the group's Owner. An organisation can be in one group at a time.

For an Enterprise agreement, Agoo can also set up the group with you.

Invite Organisations

On the group's Organisations page, choose Invite an organisation and enter its Agoo address (the part before .agoohq.com, shown on its Settings → Organisation page). Choose:

• What the group asks for inside it: totals only, read-only or admin. Its Owner can accept less.
• Share watchlists: ask it to share its watchlist with the group.
• Pay for its plan: offer to put its plan on the group's monthly bill (Group billing).

Its Owner gets an email and decides in their own Settings → Group. An organisation must be on a paid plan and in no other group. On Pro, a group has room for 5 organisations besides the lead, invitations waiting included; Enterprise has no limit. An invitation stays open for 30 days, and you can withdraw it.

See the Group

Open the group from the organisation menu (Your groups) or the side bar.

• Overview: who's on site, still expected, arrived and waiting for their host across the group today, then each organisation side by side. Open switches you into an organisation the group can open.
• Reports: visits, visitors, walk-ins and no-shows across the group for a period, against the period before; visits over time; the busiest sites across the group; and every organisation compared. Each organisation's numbers keep to its own plan's history and time zone.

Group pages show totals only: no visitor or host names leave an organisation. They need two-step verification in your session.

Access Inside Members

What the group gets inside an organisation is that organisation's choice:

Group-made access appears in the organisation's People as coming from the group, never takes one of its admin seats, and is changed only from Settings → Group. Everything a group admin does there is marked via the group in that organisation's audit trail. Someone who already belongs to the organisation keeps their own role there.

The group can lower its own access in an organisation at any time; only that organisation's Owner can raise it.

Rules for Every Member

On Rules and admins, the group's Owner can set:

• Two-step verification for everyone in every member organisation. Members can't turn it off while the group requires it.
• The longest members keep visitor data, for each kind of data (visit records, photos, ID images and more). A member keeping something longer is brought within the limit when you save, and its audit trail records the change.
• The audit trail is kept for at least 1 to 7 years.

Members can always be stricter than the group, never looser.

Group Admins

The lead organisation's Owner runs the group and chooses which of its Admins act for it. Group admins need two-step verification, and stop acting for the group if they stop being an Owner or Admin of the lead organisation.

Remove an Organisation, or End the Group

The group's Owner can Remove an organisation, or Dissolve the group on Rules and admins. Sharing and every access the group had inside the organisations end at once, and their Owners are told by email. Each organisation keeps its own records and plan.

Join a Group

Accept or decline an invitation to a group in Settings → Group, choose what the group gets in your organisation, share your watchlist, and leave whenever you like.

When a group invites your organisation, your Owner gets an email, and the invitation waits in Settings → Group for 30 days. Owners and Admins can see it there; only the Owner decides.

What You Choose

• What the group gets inside your organisation: up to what the group asked for.
• Totals only: your numbers appear in the group's overview and reports, and nobody from the group can open your organisation.
• Read-only: the group's admins can also open your organisation as Auditors and change nothing.
• Admin: they can open it as Admins and change things. Everything they do is marked via the group in your audit trail.
• Share our watchlist with the group: your visitors are checked against the entries other organisations in the group share, and theirs against yours.
• Let the group pay for our plan, when it offers to (Group billing).

The invitation also shows the group's rules you'll keep to, such as two-step verification for everyone.

Your organisation must be on a paid plan to join. Nothing is shared until you accept.

The Shared Watchlist

A visitor is held at your gate when they match an entry another organisation shared, exactly as for your own entries, and your security leads are alerted. The visit shows the entry's name and reason and which organisation shared it; you never see that organisation's other records.

Shared entries match on an exact phone number, or on a name that is very close (closer than for your own entries, since a wrong hold at your gate costs more). ID numbers are protected separately in each organisation, so they never match across a group.

A kiosk that's offline checks shared entries when the visit syncs.

Change Your Mind, or Leave

In Settings → Group your Owner can raise or lower what the group gets, stop sharing the watchlist, end the group paying for your plan, or Leave the group. Leaving ends sharing and every access the group had at once, and the group's admins are told.

People here through the group lists who has access because of it.

Group Billing

The group pays for the organisations it covers on one monthly invoice, a line for each, from the end of what each has already paid.

A group can pay for its organisations' plans on one monthly bill.

Who's On the Bill

• The group offers to pay for an organisation on its Organisations page, and that organisation's Owner accepts in Settings → Group. Either can end it.
• The lead organisation's Owner can put the lead's own plan on the bill too (Billing → the lead's own plan).
• Organisations on Starter, Growth and Pro can be on the bill. Enterprise organisations pay under their own agreement, and Free organisations can't join a group.

How the Bill Works

• It's an invoice of the lead organisation, in its Billing, with a line for each organisation. It's paid like any invoice: MoMo, card or bank transfer, with VAT, NHIL and GETFund.
• Each organisation keeps its own plan, and an offer it was approved for (such as the hospitals offer) still applies, as a credit on its line.
• An organisation moves onto the bill when its current period ends: it isn't charged twice. Its first line runs from then to the group's billing day, so it's shorter and prorated; after that, every organisation is on the same monthly bill.
• The group is billed monthly at each plan's monthly price, whatever the organisation paid before.
• The bill is issued 3 days before it's due, and the lead's billing contacts get it by email and SMS.

If the Bill Isn't Paid

The lead is reminded on the due date and 3 days later. If it's still unpaid 7 days after its due date, the group stops paying for the organisations on it: each one's Owner is told, and each is billed for its own plan, with the usual 14 days before anything changes. The group can offer to pay again later.

Changes In the Meantime

If an organisation changes plan after the group's bill is made, its part isn't applied: Agoo refunds it or applies it by hand, and the next bill uses the new plan. The other organisations on the bill are unaffected.