Organization settings

Summary: You will learn what makes up an organization's settings, most of which only a Retailium Platform Administrator can change.

An organization is your company's own separate space on the platform, whose data no other organization can see. A few settings define the organization itself. This article explains them and who controls each.

Most organization settings are managed by Retailium. Only a Platform Administrator (Retailium staff) can create an organization, edit it, set its logo, seat limit, or feature entitlements, or manage its sign-in. Your organization's own Administrators manage the people, labels, and configuration inside the organization. Where a setting is a Retailium-side action, this article says so.

The organization record (Platform Administrator)

Creating an organization requires its name, a short identifier, sign-in provider details, an answer to the seat question, and at least one product area (see feature entitlements below). Deactivating an organization removes it from sign-in and the organization switcher so nobody can select it, but nothing is deleted, and it can be reactivated. A Platform Administrator works with an organization by selecting it from their organization list (not by "switching into" it), and every screen names the organization it applies to.

The organization logo (Platform Administrator)

A Platform Administrator can upload or remove an organization's logo from the organization edit screen. This logo appears in that organization's sidebar menu and nowhere else. Accepted formats: PNG, JPEG, WEBP, and SVG, up to 2 MB (an SVG must be a plain vector). Logos are stored privately.

This is different from export branding, the logo and styling on generated PDFs, which your own Administrators manage. See Set up export branding.

Feature entitlements (Platform Administrator)

Your organization is entitled to some or all of four product areas (Incidents, Accidents, Cases, and Store Assessment) and a person reaches an area only when both their role allows it and your organization is entitled to it. Entitlements only ever withhold; they never widen what a role can do.

Only Retailium sets entitlements, on a Features tab on the organization's page. Your own Administrators see the effect but cannot change them, and there is no in-app way to buy a feature: it is a commercial conversation Retailium then records.
The product areas are chosen when the organization is created and can be changed afterward. A change reaches people on their next sign-in refresh, not instantly.
An organization must always be entitled to at least one area. Suspending a customer is done by deactivating the organization, not by switching every area off.
Withdrawing an area withdraws everything that depends on it. Without Cases, the organization also loses the Case Ops Board, the case dashboards, Report Builder, and management reporting. Without Incidents, it loses the Incident Heat Map and the operational store dashboards. BOLO stays available as long as either Incidents or Cases is present; Intelligence needs both. Without Accidents, the carrier and employer-identity screens go too.
Administration is never withheld this way. Platform administration, the store registry, notifications, search, the Lens chats, and each person's own profile stay reachable on role alone, so an organization can never be locked out of managing itself.
Someone whose organization has no features enabled lands on an access-explanation page (not a dashboard and not an error) telling them to contact their administrator. That page never names a product area.

The active-user (seat) limit (Platform Administrator)

A Platform Administrator caps how many active people an organization may have. This is a commercial ceiling, not a feature gate.

The limit counts active people only. A deactivated person holds no seat; a person invited but not yet signed in does hold a seat.
The user administration screen shows usage ("12 of 25 active users"), warns from 90%, and disables Create User at the limit. An unlimited organization shows no counter.
Only a Platform Administrator can raise the limit: there is no in-app way to buy seats. If you are at your limit, free a seat by deactivating an inactive person, or contact Retailium.

See Manage users and access for what your own Administrators do inside these limits.

How your organization authenticates is configured by Retailium as part of the organization record, using your own identity provider. A few behaviors are worth knowing:

Signing out ends your identity provider's session too (where the provider supports it), so the next sign-in asks for your credentials again.
A login lasts at most 30 days, and often less: it stays alive only as long as your identity provider keeps its own sign-in alive (on common settings, around 10 hours).
If your identity provider ends a sign-in (an administrator signs you out there, its time limit passes, or your account is disabled there), the platform signs you out too within a few minutes, showing a "You've been signed out" page. This is not a lockout; signing in again works immediately. Any unsaved work is lost, so save before stepping away on a shared device.
A role, category, territory, or entitlement change takes effect within a few minutes without signing you out; a software release never signs anyone out.

What administrators manage inside the organization

Your own Administrators (not Platform Administrators) manage:

Users and access: creating people, assigning roles, categories, and territory scopes, and deactivating them. See Manage users and access.
Labels / categories: the compartments that control case visibility. Assigning a person's categories is an access-control act. See Labels and case visibility.
Export branding, readable ID settings, and the stores registry: each covered in its own article.