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

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

Click Send Invite.
The system generates an email with a secure link.
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

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.