Organization Management

Sub-Organizations

Divide an organization into teams, control who manages them, and control where their tokens come from

Table of Contents

1. In this section
2. Rules
3. Terms
4. Who can do what
5. Messages for administrators

A sub-organization is a group of users inside an organization. An administrator uses sub-organizations to divide an organization into smaller units, for example a team, a department, or a program. Each sub-organization has its own member list and its own token funding setting.

The user interface uses two names for this feature: Sub-Organization and the short form Sub-Org. These pages use “sub-organization” in the text and the exact screen label in the procedures.

The Sub-Organizations console

In this section

Page	Content
Create and Manage	Open the console, create and edit a sub-organization, add members, and assign users from User Management.
Members and Roles	Account types, capability roles, and the Sub-Org Admin account type.
Token Funding	Token types, pools, ceilings, dedicated pools, and token requests.
Admin Views and Removal	The Admin and Sub-Org Admin views, removing members, and deleting a sub-organization.

Rules

The system applies these rules to every sub-organization:

1. A sub-organization is always one level below its organization. The default configuration does not permit a sub-organization inside another sub-organization.
2. A user can be a member of one sub-organization at a time.
3. A user who is not in a sub-organization stays at the organization level. For that user, nothing changes.
4. When you add a user who is already in a different sub-organization, the system moves the user. The user leaves the previous sub-organization.
5. The users in a sub-organization must already belong to its parent organization.
6. Two sub-organizations in the same organization cannot have the same name. The comparison ignores uppercase and lowercase.
7. When a user joins or leaves a sub-organization, the system checks the monthly token limits of that user against the new pool. If a limit is too high for the new pool, the system decreases it. The system never increases a limit. See Token Funding.

Terms

Term	Meaning
Organization	The top-level customer account. It owns the users and the organization pool.
Parent organization	The organization that contains a sub-organization.
Sub-organization	A named group of users inside an organization.
Member	A user who belongs to a sub-organization.
Funding	The setting that controls where the tokens for a sub-organization come from.
Pool	The purchased tokens that a user uses. A pool is the organization pool or a dedicated pool.
Purchase	A recorded number of tokens, with a start date and an expiration date. Purchases make a pool.
Monthly token limit	The maximum number of tokens that one user can use in one calendar month. Each user has a limit for inference tokens and a limit for embedding tokens.
Inherited	Funding type. Members use the organization pool. The sub-organization has no ceiling.
Capped	Funding type. Members use the organization pool. The sub-organization has a ceiling.
Dedicated pool	Funding type. The sub-organization has its own purchased tokens. Only its members can use them.
Ceiling	A number that an administrator sets on a Capped sub-organization. It sets a maximum for the total of the monthly token limits. It does not stop a prompt. See What the ceiling does.

Who can do what

A Superadmin opens the Sub-Organizations console from the Organizations page. An Admin opens it from the Sub-Organizations item in the admin sidebar. A Sub-Org Admin sees only their own sub-organization. The procedures show the screens of a Superadmin. An Admin can do the same procedures.

Task	Who can do it	Page
Open the Sub-Organizations console	Superadmin, Admin, Sub-Org Admin	Create and Manage
Create a sub-organization	Superadmin, Admin	Create and Manage
Edit a sub-organization	Superadmin, Admin	Create and Manage
Add members	Superadmin, Admin	Create and Manage
Remove a member	Superadmin, Admin, Sub-Org Admin (standard users only)	Admin Views and Removal
Change a capability role	Superadmin, Admin, Sub-Org Admin (standard users only)	Members and Roles
Give or remove Sub-Org Admin	Superadmin, Admin	Members and Roles
Record or edit a dedicated purchase	Superadmin, Admin	Token Funding
Approve or deny a token request	Superadmin, Admin, User Manager (if the deployment enables User Manager access)	Token Funding
Delete a sub-organization	Superadmin, Admin	Admin Views and Removal

No administrator can change their own role, their own account type, or their own sub-organization.

Messages for administrators

Message	Cause	Page
Name is required.	The Name field is empty.	Create and Manage
A record with this name already exists	Another sub-organization in the organization has the same name.	Create and Manage
You cannot change your own sub-organization assignment. Another administrator must do it.	You typed your own email address.	Create and Manage
Assign a sub-org first	The user is not in a sub-organization, so you cannot give the Sub-Org Admin account type.	Members and Roles
Approval would exceed the pool.	The new total of the monthly inference limits is more than the pool or the ceiling.	Token Funding
This sub-organization has dedicated funding, so it can’t be deleted.	The sub-organization has a dedicated purchase. An expired purchase also counts.	Admin Views and Removal
Delete the sub-organizations beneath this one first.	A sub-organization is below this sub-organization.	Admin Views and Removal
Remove administrative roles from this team’s members before deleting it	A member has an administrator account type.	Admin Views and Removal