Managing client organizations

As a partner, you run your clients' Coldsea Deploy organizations from your own account. You add each client, choose its tier, invite its people, and can open it to work inside it yourself. You're charged for each enabled client at your wholesale rate for its tier.

This page covers the day-to-day work. To join the program in the first place, see Partner Program.

Where your clients live

Open Managed Organizations in the sidebar. It appears once your partner agreement is active, for everyone in your organization who can manage client organizations. Owners and Admins can. You can also get there from the Partner Program page by selecting Manage client organizations, or by selecting Get started on the Welcome to the Partner Tier confirmation.

My Organizations in the sidebar lists only the organizations you belong to. Your clients are not listed there.

The top of the page sums up your clients:

• Clients: how many you have, and how many are enabled, disabling, and disabled.
• Monthly charge: what you're charged per month for your enabled clients, at your wholesale rates.
• Client limit: how many clients your plan allows, and how many you use.

Below that, each client has a row with its name, its state, its tier, its charge, and its member count. The row offers the actions its state allows, and Manage opens the client's page. Selecting the client's name opens its page too. While your agreement is active, Your wholesale rates is listed at the bottom of the page.

The client's page shows the same state, tier, and charge, with the actions for that state, the client's tier with Change tier, and its members.

A client's state

Every client is in one of three states. The state decides what the client can do, what you can do, and what you're charged.

A disabling client becomes disabled when your billing period ends.

Your client support contact

The Client support contact card on the Managed Organizations page holds how your clients reach you: a Support email and a Support website. Both are optional. Enter them and select Save. The website must start with https:// or http://. To remove one, clear the field and save.

Your clients see this in their organization settings, on the Partner tab, as Contact followed by your organization's name. Their Team and Billing pages show it too. Only people at the client who can manage the partnership see it. Without a contact, they see only your organization's name.

Adding a client

1. 1

   Start a new client

   On the Managed Organizations page, select Add client.

2. 2

   Name it and choose its tier

   Enter the client's name under Organization Name and choose a Tier. Every client needs a tier. The dialog shows how many client organizations you have and how many your plan allows.

3. 3

   Create it

   Select Create Organization. The client starts enabled on that tier.

You're charged for a new client from the day you add it, at your wholesale rate for its tier. For a client added partway through a billing period, the charge from that day to the end of the period comes at your next renewal.

Change a client's tier

On an enabled client's page, select Change tier in its Tier section. When you select a tier, the dialog says what the change does before you confirm it:

• A tier with a higher wholesale rate takes effect now. The client gets the new tier's features straight away, and the dialog shows about how much is added to your next invoice: the difference between the two rates for the rest of the billing period.
• A tier with a lower wholesale rate takes effect at the end of your current billing period. You're charged the lower rate from your next renewal, and the client keeps its current tier and features until that date. The Tier section reads Downgrades to with the tier and the date.
• A tier at the same wholesale rate takes effect now, at no extra charge.

Until a downgrade takes effect, select Undo in the Tier section, or choose the client's current tier again in Change tier and select Cancel downgrade, to keep it on its current tier. This costs nothing. Choosing another lower tier replaces the scheduled downgrade, and choosing a higher tier cancels it and takes effect now.

Only an enabled client's tier can be changed. To bring back a disabled client on a different tier, choose the tier when you enable it. See How client changes affect your bill.

Disabling and enabling a client

Disable

Select Disable on an enabled client's row or page. The confirmation shows the date your current billing period ends. Select Disable again to confirm. From that point the client is disabling:

• The client is cut off straight away. Its people can still sign in, but it has no active subscription, so the features of its tier are unavailable to them.
• You can no longer open it or see its members.
• You're charged for it until the end of your current billing period, with no refund for the rest of it, and not after that. Its row and page read Charged until and the date.
• People at the client who can manage the partnership can subscribe on their own, which ends the partnership (see When a client ends the partnership).

Disabling a client with a scheduled downgrade replaces the downgrade.

The client stays in your list, so you can bring it back.

Enable a disabling client

Select Enable and confirm. The client gets its tier back straight away, and you can open it again. Nothing extra is charged: you keep being charged for it as before, and it stays on your next renewal.

Enable a disabled client

Select Enable, choose a Tier, and select Enable. Every enabled client needs a tier, so Enable stays unavailable until you choose one. The client gets that tier's features straight away, and you can open it again. You're charged for it from that day, prorated to the end of your current billing period, at your next renewal.

Inviting and removing a client's members

On an enabled client's page, the Members section lists everyone in the client organization. To invite someone, enter their email address, choose a role, and select Invite. To remove someone, select Remove member on their row. A disabling or disabled client's page reads Enable this client to see and manage its members.

When the invitation email goes out, a confirmation reads Invitation sent to followed by their address. If the email could not be delivered, the invitation still exists and the section shows The invitation for their address was created, but the email did not go out. Select Resend to try again.

Invitations nobody has accepted yet are listed under Pending invitations, with the role, when the invitation was sent, and when it expires. Invited people appear in the member list once they accept. On each pending invitation, Resend emails a fresh link and Cancel stops the existing link from working. You can resend or cancel only invitations for roles you can assign in this client, so an invitation the client's own admins sent for Admin or Owner is listed without these actions.

While someone at the client is ending the partnership, you cannot remove them or change their role. The Members section shows This member is ending the partnership. You can change their access after the exit completes or expires. See When a client ends the partnership.

The roles you can give are the ones that fit inside what a partner may delegate: Viewer, User, Client Admin, and any custom roles the client has. Client Admin lets someone at the client run its team, single sign-on, secrets, and workloads without access to billing or deleting the organization. It also lets them see and end the client's partnership with you (see When a client ends the partnership). Admin and Owner are not available to partners.

If nobody at a client can manage the partnership, the Managed Organizations page says so once, naming those clients, and suggests assigning a Client Admin. The client's page shows No one at the client can manage this partnership. Consider assigning a Client Admin. It is advice, not a requirement. On the client's page, Go to members takes you to the Members section.

Working inside a client

Select Open on an enabled client's row or page to work inside that organization. You see its workflows, deployments, hosts, and reports as a member would, and a banner across the top reads Working in the client on behalf of your organization. When you are done, select Back to your organization in that banner.

Inside a client, you act as yourself rather than as one of the client's members. What you can do there follows your own permissions in your partner organization, limited to what a partner may delegate. You can build and run workflows, manage deployments, and review activity. You can never change the client's billing, delete the organization, or use partner controls from inside it.

To open clients, you need permission to manage client organizations in your partner organization. Owners and Admins have it.

Opening a client, and the recorded actions you take inside it, appear in the client's Partner Activity history under your name and your organization's name. Each visit starts with an Opened this organization entry. Disabling and enabling a client appear there too, as Disabled this organization and Enabled this organization. The client's administrators can review this history at any time. See Roles and permissions.

Switching between clients

You can also move between clients from the organization menu: select the organization's name at the top of the page. Under Managed organizations it lists the clients you can open, with a check mark next to the one you are in. The menu works from inside a client too, so you can go straight from one client to the next without returning to your own organization first. Inside a client, the menu also offers Back to your organization.

The list shows only clients you can open right now. Disabled clients and clients you no longer have access to stay on the Managed Organizations page. A Read-only tag marks clients you can only look at while your partner account is suspended.

If you manage more than eight clients, the menu shows the first eight with a Filter clients... box. Type part of a name to narrow the list, or select Show all to go to the Managed Organizations page. From inside a client, Show all takes you back to your organization first.

Pushing workflows and components

You can build a workflow or component once in your own organization and push a copy of it to the clients you choose, with the components and files it needs. Select Push to clients in its menu, review what changes for each client, and follow the results on the Client Pushes page. Only enabled clients receive pushes. See Pushing workflows and components to clients.

Releasing a client

Select Release on a client's page to end the relationship for good. The confirmation explains that you stop managing the client and are no longer charged for it, and that it cannot be undone. The client continues as an independent organization.

When a client ends the partnership

People at a client who can manage the partnership can end it by choosing a plan and paying for it themselves. You cannot delay or block it, but you hear about it first. Once they start, you cannot remove them or change their role until their checkout completes or the hour-long checkout expires.

When they start checkout, everyone in your organization who can manage client organizations or billing gets an in-app notification and an email titled with the client's name and is ending its partnership. The email names the person who started it. Until their checkout completes, you keep managing the client and are charged for it as before. If they abandon checkout, nothing changes. If you had disabled the client, this is your chance to enable it first.

Their checkout stays open for an hour. During that time, trying to remove that person or change their role shows This member is ending the partnership. You can change their access after the exit completes or expires. Only one exit can be in progress at a time: anyone else at the client who tries to start one sees An exit is already in progress. If they cancel or the checkout expires, the exit is no longer in progress and you can manage that person as usual.

When their checkout completes, the same people get a second notice: the client has ended its partnership with you. It now pays for its own plan, and you no longer have access to it. From then on:

• You're no longer charged for the client, and it disappears from your Managed Organizations page.
• You can no longer open it or push to it.
• The person who ended the partnership becomes the client's Owner, and its other members keep their roles.

Seeing all your clients at a glance

The Dashboard lists your enabled clients under Managed clients. Select a client to see an overview of what needs attention, live deployments, recent activity, and hosts. Select Manage in that overview to go to the client's page. Disabling and disabled clients are not in the list. Instead, a note such as 2 disabled clients not shown links to the Managed Organizations page.

While your partner account is suspended

Your clients keep working, and you can still view them. You cannot add clients or change existing ones: changing their tiers, enabling or disabling them, inviting or removing members, or releasing them. Inside a client, your access is read-only. See If your partner account is suspended.

When your partnership ends

When your partnership is terminated, you lose access to your clients straight away. Managed Organizations leaves your sidebar, and if you go to the page directly it reads Your partner program has ended, so you can no longer open or change your clients. You can no longer open your clients, see or change their members, or enable or disable them. Each enabled client comes off your partner subscription straight away and keeps its tier until your current billing period ends, and a scheduled downgrade is replaced. These changes cannot be undone. See If your partnership ends.

Related

• Partner Program for applying and your agreement.
• The Partner Program and billing for how you're charged for your clients.
• Roles and permissions for what each role can do.
• Pushing workflows and components to clients for sending your work to clients.
• Updates from your partner for what your clients see when you push.
• Your partner for what your clients see on their Partner tab and how they end the partnership.