Managing Organizations

Learn how to manage your organization, users, roles, invitations, and settings in Doone Flow.

Table of Contents

Overview

An organization in DooneFlow is a workspace where you can:

  • Create and manage workflows - All workflows belong to an organization
  • Manage team members - Add users with different roles and permissions
  • Configure integrations - Set up SMS, webhooks, and other services
  • Track usage - Monitor workflow executions and plan limits
  • Control access - Invite team members and manage permissions

You can belong to multiple organizations and switch between them easily.

Accessing Organization Management

From the Navigation Menu

  1. Click on your user name in the top navigation bar
  2. Select "Organizations" from the dropdown menu
  3. Click on an organization to view its management page

Direct URL

Navigate to /organizations/{organization-id} where {organization-id} is your organization's ID.

Organization Overview

The organization management page provides a comprehensive view of your organization:

Organization Details

  • Name: Your organization's display name
  • Slug: URL-friendly identifier for your organization
  • Status: Active or Disabled
  • Your Role: Your role within the organization (Owner, Admin, or Member)
  • Created Date: When the organization was created

Statistics Dashboard

Quick overview of key metrics:

  • Workflows: Total number of workflows in your organization
  • Users: Number of users with access to the organization
  • Team Members: Number of team members configured for round-robin assignment

Management Sections

The organization management page provides quick access to:

  • Users & Access: Manage users, roles, and invitations
  • Integrations: Configure SMS, Salesforce, webhooks, and other services
  • Event Types: Manage reusable webhook event schemas
  • Team Members: Manage team members for workflow assignment
  • Plan & Settings: View subscription plan and organization settings
  • Events: View delayed events and workflow executions

Managing Users

Viewing Users

  1. Navigate to the organization management page
  2. Click "Manage Users" in the Users & Access section
  3. Or go directly to /organizations/{organization-id}/users

Adding Users

Prerequisites: You must be an Owner or Admin to add users.

  1. Go to the Users page for your organization
  2. Click "Add User"
  3. Enter the user's email address
  4. Select their role (Owner, Admin, or Member)
  5. Click "Add User"

Note: The user will be added immediately if they already have a DooneFlow account. If not, you should send them an invitation instead.

Updating User Roles

Prerequisites: You must be an Owner or Admin, and you cannot change your own role.

  1. Go to the Users page
  2. Find the user you want to update
  3. Click "Change Role"
  4. Select the new role
  5. Confirm the change

Note: You cannot remove the last Owner from an organization. You must first promote another user to Owner, then you can change your role.

Removing Users

Prerequisites: You must be an Owner or Admin, and you cannot remove yourself.

  1. Go to the Users page
  2. Find the user you want to remove
  3. Click "Remove User"
  4. Confirm the removal

Warning: Removing a user immediately revokes their access to the organization and all its workflows.

Managing Invitations

Sending Invitations

Prerequisites: You must be an Owner or Admin to send invitations.

  1. Navigate to the organization management page
  2. Click "Manage Invitations" in the Users & Access section
  3. Click "Send Invitation"
  4. Enter the invitee's email address
  5. Select their role (Owner, Admin, or Member)
  6. Click "Send Invitation"

The invitee will receive an email with a link to accept the invitation. Invitations expire after 7 days.

Viewing Invitations

The invitations page shows:

  • Email: Email address of the invitee
  • Role: Role they will have when they accept
  • Status: Pending, Accepted, Cancelled, or Expired
  • Sent By: Who sent the invitation
  • Sent Date: When the invitation was sent
  • Expires: When the invitation expires

Cancelling Invitations

  1. Go to the Invitations page
  2. Find the pending invitation
  3. Click "Cancel"
  4. Confirm cancellation

Cancelled invitations cannot be reactivated. You'll need to send a new invitation.

User Roles and Permissions

DooneFlow has three user roles with different permission levels:

Owner

Full access to everything in the organization:

  • ✅ Create, edit, and delete workflows
  • ✅ Manage all users (add, remove, change roles)
  • ✅ Send and manage invitations
  • ✅ Configure integrations
  • ✅ Manage team members
  • ✅ View all events and executions
  • ✅ Manage subscription and plan
  • ✅ Delete the organization

Note: There must always be at least one Owner in an organization.

Admin

Management access with some restrictions:

  • ✅ Create, edit, and delete workflows
  • ✅ Manage users (add, remove, change roles)
  • ✅ Send and manage invitations
  • ✅ Configure integrations
  • ✅ Manage team members
  • ✅ View all events and executions
  • ✅ View subscription and plan
  • ❌ Cannot delete the organization
  • ❌ Cannot remove the last Owner

Member

Standard access for workflow creation and execution:

  • ✅ Create, edit, and delete workflows
  • ✅ View workflows and executions
  • ✅ View team members
  • ✅ View events
  • ❌ Cannot manage users
  • ❌ Cannot send invitations
  • ❌ Cannot configure integrations
  • ❌ Cannot manage team members
  • ❌ Cannot view or manage subscription

Event Types

Event types allow you to define reusable webhook schemas that can be shared across multiple workflows. Instead of configuring the same schema for each workflow, you can create an event type once and reuse it.

What are Event Types?

Event types define the structure of incoming webhook data:

  • Event Type Identifier: A unique identifier (e.g., "rental_lead.created")
  • Field Mappings: JSON paths that map webhook payload fields to template variables
  • Data Types: The type of each field (string, number, boolean, etc.)

Creating Event Types

  1. Navigate to Event Types
    Go to Organization Management → Event Types or navigate to /organizations/{organization-id}/event-types
  2. Create New Event Type
    • Click "Create Event Type"
    • Enter a name (e.g., "Rental Lead Created")
    • Add an optional description
    • Configure the event type identifier (e.g., "rental_lead.created")
    • Define field mappings using JSON paths
  3. Quick Import from JSON
    Paste a sample JSON payload to automatically discover and map fields
  4. Save Event Type
    Click "Create" to save the event type. It will be available for use in all workflows.

Event Type Versioning

Event types support versioning to allow schema evolution:

  • Version History: Each update creates a new version while preserving old versions
  • Backward Compatibility: Workflows using an older version continue to work unchanged
  • Upgrade Path: Workflows can be upgraded to use the latest version when ready
  • Version Display: The latest version is shown by default, with an option to view all versions

Best Practice: When updating an event type, the system creates a new version automatically. Existing workflows continue using their current version until you explicitly upgrade them.

Using Event Types in Workflows

When configuring a webhook trigger in a workflow:

  1. Select "Use Existing Event Type" from the dropdown
  2. Choose the event type you want to use
  3. The workflow will automatically use the schema from that event type
  4. If a newer version is available, you'll see an "Upgrade to Latest" option

Benefits of Using Event Types:

  • Consistency: All workflows using the same event type have consistent field mappings
  • Maintainability: Update the schema once, and all workflows can be upgraded
  • Reusability: Create once, use in multiple workflows
  • Versioning: Safely evolve schemas without breaking existing workflows

Managing Event Types

The Event Types page allows you to:

  • View All Event Types: See all event types in your organization
  • Edit Event Types: Update an event type (creates a new version)
  • View Versions: See all versions of an event type and their history
  • Delete Event Types: Remove event types that are no longer needed

Warning: Deleting an event type will affect all workflows using it. Make sure no workflows are using the event type before deleting.

Team Members

Team members are used for round-robin assignment in workflows. They are separate from organization users.

Managing Team Members

  1. Navigate to the organization management page
  2. Click "Manage Team Members" in the Team Members section
  3. Or go directly to /agents

Note: Team members must have phone numbers to receive SMS notifications in workflows.

Organization Settings

Viewing Organization Settings

  1. Navigate to the organization management page
  2. Click "View Plan & Settings" in the Plan & Settings section
  3. Or go directly to /plan

Subscription Plan

The Plan & Settings page shows:

  • Current Plan: Your subscription tier (Free, Pro, etc.)
  • Workflow Limit: Maximum number of workflows allowed
  • Current Usage: Number of workflows you've created
  • Features: What's included in your plan

Best Practices

User Management

  • Start with Owners and Admins: Only invite trusted team members as Owners or Admins
  • Use Members for Most Users: Most team members should be Members, giving them workflow access without management permissions
  • Regular Audits: Periodically review user access and remove users who no longer need access
  • Clear Roles: Make sure everyone understands their role and permissions

Security

  • Protect Owner Accounts: Owners have full control - use strong passwords and enable 2FA if available
  • Limit Admin Access: Only promote users to Admin if they need to manage users or settings
  • Monitor Invitations: Regularly check for pending invitations and cancel unused ones
  • Review Integrations: Periodically review configured integrations and remove unused ones

Troubleshooting

I Can't Add a User

Possible causes:

  • You don't have Owner or Admin role
  • The user doesn't exist in DooneFlow (use Invitations instead)
  • The user is already a member of the organization

Solutions:

  • Check your role in the organization
  • Use the Invitations feature to invite new users
  • Check if the user is already listed

Invitation Not Received

Possible causes:

  • Email went to spam folder
  • Wrong email address
  • Invitation expired

Solutions:

  • Check spam/junk folder
  • Verify the email address
  • Resend the invitation
  • Check invitation status in the Invitations page

Next Steps

Now that you understand how to manage your organization, learn about creating workflows and configuring integrations.

Creating Workflows → Configuring Integrations →