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2.1 Organization Setup

Purpose: Establishes the utility organization’s identity in SMART360 and links it with the subscription plan.

Step 1: Navigate

Go to Onboarding → Organization Setup in the Admin Console.

Step 2: Enter Organization Details

Field

Type

Description

Example

✅ Best Practice

Impact in SMART360

Organization Name

Text (Mandatory)

Legal name of the utility or organization.

San Francisco Water Authority – Providing Safe Water Services in Oregon, USA

Use the official registered name for consistency across reports.

Appears on invoices, reports, dashboards, and official communications.

Admin Email

Email (Mandatory)

Primary admin email for notifications and provisioning.

admin@sfwater.org

Use a shared admin email (e.g., IT or support team) for continuity.

Used for system alerts, password resets, and admin notifications across the platform.

Contact Number

Country code + Number

Organization’s main contact number.

+1 503 555 7890

Use an office/IT helpdesk number accessible during business hours.

Displayed in customer communications (emails, SMS, invoices, notifications).

Country

Dropdown (Mandatory)

Defines country of operation. Impacts compliance and reporting defaults.

United States

Double-check correctness—it impacts compliance modules.

Controls regulatory rules, tax structures, and location-based reporting.

State

Dropdown (Conditional)

State/province within the country.

Oregon

Select "Not Applicable" if not relevant.

Used in address fields, service area allocation, and reporting filters.

City

Dropdown/Text (Mandatory)

Main service city.

Portland

Choose the central office/service city.

Populates consumer address data and location filters across reports and maps.

Currency

Dropdown (Mandatory)

Default currency for billing/transactions.

USD – US Dollar

Align with local accounting and regulatory requirements.

Applied across Billing, Payments, Reports, and Customer Portal for all monetary values.

Data Format

Dropdown (Mandatory)

Defines date & numeric display formats.

MM/DD/YYYY, dot separator

Match regulatory and local usage standards.

Used across Billing, Meter Data, Reports, Service Orders, ensuring uniform display.

Time Zone

Dropdown (Mandatory)

Ensures scheduling aligns with local time.

(GMT-08:00) Pacific Time (US & Canada)

Use the official timezone of the head office.

Governs billing runs, scheduled jobs, notifications, and report generation timing.

✅Sample Configuration Snapshot

Field

Example

Organization Name

San Francisco Water Authority – Providing Safe Water Services in Oregon, USA

Admin Email

admin@sfwater.org

Contact Number

+1 503 555 7890

Country

United States

State

Oregon

City

Portland

Currency

USD – US Dollar

Data Format

MM/DD/YYYY, dot separator

Time Zone

(GMT-08:00) Pacific Time (US & Canada)

✅ Checklist: Organization Setup

Before moving to Utility Setup, confirm that:

  • Organization Name matches legal records.
  • Admin Email is functional and accessible.
  • Contact Number includes correct country code and digits only.
  • Correct Country, State, and City are selected.
  • Currency aligns with finance/accounting standards.
  • Data Format matches local/regulatory requirements.
  • Time Zone is correctly set to the service region.

✅ Why This Step Is Important

  • Foundation for All Modules → The organization setup defines the identity of the utility in SMART360, and all subsequent modules (tariffs, service areas, billing, consumers) rely on this information.
  • Regulatory & Compliance Accuracy → Correct country, state, city, and currency settings ensure compliance with local accounting, tax, and environmental regulations.
  • Data Consistency → Accurate organization details (name, email, contact info) guarantee uniformity across invoices, reports, dashboards, and customer communications.
  • System Reliability → Proper time zone and data format configuration ensures that scheduled jobs (billing runs, notifications, reports) execute correctly and on time.
  • Customer Experience → These details flow directly into customer-facing portals, bills, and notifications, influencing how professional and trustworthy the utility appears to consumers.

Invite Admin

Purpose
The Invite Admin process allows the utility to onboard administrators and super admin user accounts within SMART360. It ensures secure platform access with role-based permissions.

Step 1: Navigate to Invite Admin

Login → Organization Setup → Invite Admin

Step 2: Fill in Invite Form

Field

Type

Description

Example

✅ Best Practice

Impact in SMART360

Full Name

Text (Mandatory)

Name of the new admin user

John Doe

Use official/legal name

Ensures clear identification in system logs and reporting

Email Address

Email (Mandatory)

Work email of the new admin

john.doe@sfwater.org

Use shared or corporate email, avoid personal addresses

Used for sending the secure invitation and notifications

Step 3: Send Invite

  1. Click Send Invite.
  2. The system generates an email with a secure link.
  3. New users set their own password and access SMART360 according to assigned roles/permissions.

✅ Sample Configuration Snapshot

Full Name

Email Address

Role

Status

Sione Matai

sione.matai@swa.ws

Super Admin

Active

Leilani Tupu

leilani.tupu@swa.ws

Admin

Pending

John Carter

john.carter@swa.ws

Admin

Expired

✅ Checklist: Invite Admin

  • ✅ Full Name entered correctly.
  • ✅ Email address is valid and monitored.
  • ✅ Invitation sent successfully.
  • ✅ User receives secure link and completes setup.

✅ Why This Step Is Important

  • Ensures only authorized personnel have admin access.
  • Supports role-based security and audit compliance.
  • Enables secure onboarding without manual password sharing.

Subscription

Purpose
Defines the subscription plan for the utility in SMART360. Modules and features are automatically enabled according to the selected plan.

Step 1: Navigate to Subscription

Login → Organization Setup → Subscription

Step 2: Configure Subscription

  • Placeholder fields for future configuration:

Field

Type

Description

Example / Placeholder

✅ Best Practice

Impact in SMART360

Plan Name

Dropdown (Mandatory)

Name of the subscription plan

[Select Plan]

Match with purchased subscription

Determines available modules and features

Start Date

Date (Mandatory)

Start of subscription period

[Select Start Date]

Use correct billing date

Activates modules from this date

End Date

Date (Mandatory)

End of subscription period

[Select End Date]

Reflects contract duration

Triggers renewal reminders

Modules Included

Multi-Select

Modules included in the plan

[Auto-populated based on plan]

Ensure all purchased modules are included

Controls access to features across SMART360

Notes / Remarks

Text (Optional)

Additional info about subscription

[Optional]

Capture any special terms

For admin reference

Step 3: Save & Confirm

Click Save.
The subscription details will dictate which modules are automatically enabled for the organization and their duration.

✅ Checklist: Subscription

  • ✅ Plan Name selected correctly.
  • ✅ Start and End dates accurate.
  • ✅ Modules match purchased subscription.
  • ✅ Notes capture any special conditions.

✅ Why This Step Is Important

  • Aligns system access and features with the purchased plan.
  • Prevents misconfiguration of modules or missing features.
  • Supports billing, renewal, and audit processes.


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