Skip to content

Organization Management

Organizations are the fundamental unit of data isolation in Bifolk. All data -- hives, inspections, harvests, operations, breeding records, and warehouse items -- belongs to an organization. Users can be members of multiple organizations, and each membership carries a specific role that determines what the user can do.

Target Audience: Organization owners and administrators

Organization List

Navigate to Organizations in the sidebar to see all organizations you belong to. Each organization card shows:

  • Organization name and logo
  • Organization type (Personal, Family, etc.)
  • Description (truncated)
  • Number of members
  • Action buttons depending on your role

The card for the currently active organization is highlighted with a border. You can also select All Organizations to view aggregated data from every organization you belong to.

Organization Types

Type Description
Personal Single-user organization, created automatically at registration
Family Family beekeeping operation
Cooperative Beekeeping cooperative
Commercial Commercial beekeeping business
Beekeeping Club Beekeeping club or association

Creating an Organization

  1. Go to Organizations in the sidebar
  2. Click Create Organization
  3. Fill in the form:
Field Description Required
Name Name of the organization Yes
Type Select from the types listed above Yes
Description Optional description of the organization No
  1. Click Save

The creator automatically becomes the Owner of the new organization.

Note

A personal organization is automatically created when a user first registers. You do not need to create one manually.

Viewing an Organization

Click on an organization name (or the View button) to open its detail page. The detail page shows:

  • Organization header: Name, logo, type, and your current role
  • Summary statistics: Number of hives, activities, members, and creation date
  • Member list: All active members with their roles, join dates, and who invited them

Depending on your role, you may also see action buttons:

  • Invite Member and View Invitations (Admin and Owner)
  • Settings (Admin and Owner)
  • Edit and Delete (Owner only)

Editing an Organization

Only Owners can edit organization details.

  1. Go to the organization detail page
  2. Click Edit
  3. Update the fields:
Field Description
Name Organization name
Type Organization type
Description Optional description
Active Whether the organization is active
Logo Organization logo (resized to 300x300 px on upload)
  1. Click Save

Info

The organization logo is displayed in the sidebar and on the organization list and detail pages. Uploaded images are automatically resized to a maximum of 300x300 pixels.

Organization Settings

Owners and Admins can configure organization-level settings by clicking Settings on the organization detail page or list.

Date and Time

  • Date Format: Choose how dates are displayed (YYYY-MM-DD, DD.MM.YYYY, or MM/DD/YYYY)
  • Time Zone: Set the organization's time zone

Units

  • Unit System: Metric (kg, cm) or Imperial (lbs, inches)

Numbering Schemes

Configure how charge (batch) and bucket numbers are generated for honey traceability:

  • Charge Number Format: Choose from predefined patterns or define a custom template
  • Honeycomb Charge Number Format: Separate format for honeycomb (Wabenhonig) charges. Uses the same tokens as the standard charge format plus the {HARVEST_TYPE} token.
  • Bucket Number Format: Choose from predefined patterns or define a custom template

Available tokens for charge numbers:

Token Description Example
{YEAR} Harvest year 2025
{TYPE} Honey type code WALD
{LABEL} Full honey type label Waldhonig
{HARVEST_TYPE} Short code for the harvest type (see Harvest Type Codes below) H, HC
{SEQ:03d} Sequential number with padding 001

Available tokens for bucket numbers:

Token Description Example
{CHARGE} Full charge identifier 2025-Waldhonig
{SEQ:02d} Bucket sequence number 01
{BUCKET:02d} Alias for SEQ 01

Harvest Type Codes

Configure the short codes used in the {HARVEST_TYPE} token for charge number generation:

Setting Description Default
Honey Type Code Short code representing standard honey harvests H
Honeycomb Type Code Short code representing honeycomb (Wabenhonig) harvests HC

These codes are substituted into the {HARVEST_TYPE} token in charge number formats. For example, with default codes and a format of {YEAR}-{LABEL}-{HARVEST_TYPE}, a honeycomb charge would be generated as 2025-Waldhonig-HC.

Warning

Changing numbering schemes only affects new charges and buckets. Existing numbers are not changed.

Notifications

  • Enable Email Notifications: Master switch for email notifications
  • Notify on Activity Assignment: Send notification when an activity is assigned to a member
  • Notify on New Member: Send notification when a new member joins the organization

Language

  • Preferred Language: Set the organization's default language (English or German)

Branding and Colors

  • Primary Color: Primary brand color used for buttons, links, and the navigation bar
  • Secondary Color: Secondary accent color

These colors are applied dynamically to the interface when the organization is selected.

Data Management

The settings page also provides access to:

  • Export Data: Create a backup of your organization data
  • Import Data: Restore data from a backup file
  • Import Sample Data: Load demonstration data to explore features

Managing Members

Viewing Members

The organization detail page shows all active members in a table with their username, role, join date, and who invited them. Owners and Admins can click Manage Members to access the full member management view.

Inviting Members

Owners and Admins can invite new members:

  1. Go to the organization detail page
  2. Click Invite Member
  3. Enter the person's email address
  4. Select their role (Member, Admin, or Owner)
  5. Click Send Invitation

An email notification is automatically sent to the invited address containing the inviter's name, the assigned role, and a link to accept the invitation. (Email delivery requires SMTP to be configured.)

The invitation is valid for 7 days. If the person already has a Bifolk account, they can accept the invitation directly. If not, they need to register first with the same email address.

Note

  • You cannot invite someone who is already a member of the organization
  • If a pending invitation already exists for that email address, you will receive a warning
  • The Viewer role is not available when sending invitations; use role changes after the member joins to assign Viewer

Viewing Invitations

Owners and Admins can view all invitations (pending, accepted, declined, expired) by clicking View Invitations on the organization detail page.

Accepting or Declining Invitations

Invited users can view their pending invitations at My Invitations in the sidebar. From there they can:

  • Accept the invitation to join the organization with the assigned role
  • Decline the invitation

The invitation must match the user's email address. Expired invitations cannot be accepted.

Changing Member Roles

Owners and Admins can change a member's role:

  1. Go to Manage Members on the organization detail page
  2. Click Change Role next to the member
  3. Select the new role from the dropdown (Owner, Admin, Member, or Viewer)
  4. Click Change Role

Note

  • You cannot change your own role
  • Only Owners can promote members to the Owner role
  • Admins can assign roles up to Admin level
  • There must always be at least one Owner in an organization

Removing Members

Owners and Admins can remove members:

  1. Go to Manage Members on the organization detail page
  2. Click Remove next to the member
  3. Confirm the removal

Note

  • You cannot remove yourself from the organization
  • Only Owners can remove other Owners
  • The removed member loses access to all organization data immediately

Organization Switching

Users who belong to multiple organizations can switch between them:

  1. Use the organization selector in the sidebar
  2. Select the desired organization
  3. All views now show data from the selected organization only

Selecting All Organizations shows aggregated data from all organizations you belong to.

You can also switch organizations from the organization list by clicking the Switch button on any organization card.

Tip

The currently active organization is indicated by a highlighted border and a "Current" badge on the organization list.

Deleting an Organization

Only Owners can delete an organization.

  1. Go to the organization detail page
  2. Click Delete
  3. Review the summary of what will be deleted (hives, activities, breeding records, colony splits, inventory items, sales)
  4. Confirm the deletion

Danger

Deleting an organization permanently removes all associated data: hives, inspections, harvests, operations, breeding records, colony splits, inventory items, and sales records. This action cannot be undone.

What's Next