iShapps · Agency admins
Adding an organisation
A step-by-step setup: the organisation and its optional login, where its invoices go, how its facilities are notified, then its first facility.
- HR / admin presses a button
- iShapps does it automatically
Step 1 · Name & login
Step 2 · Accounts email required
Step 3 · Optional
Step 4 · Facility setup
Book its shifts
- Organisation
Step 1 · Name & loginCreateEmails login - Invoicing
Step 2 · Accounts email requiredSave - Notifications
Step 3 · OptionalAdd a facility now - First facility
Step 4 · Facility setupFinish - Ready
Book its shifts
Each step saves when you continue. Close the setup any time with Finish later; clicking outside it or pressing Escape never closes it.
Until it has an accounts email and a facility, the organisation's page shows "Setup incomplete" with a Continue setup button.
What the Organisation Admin can do
Facility portal
- See every facility in their organisation, and add new ones.
- Book, view and edit shifts at their facilities.
- See their invoices and shift transactions.
- Add and edit their own facility admins.
- They can't change statuses, rename the organisation, change its configuration or move a facility; those stay with your agency.
Emails
Who hears what
- A new login is emailed a temporary password and must change it at first sign-in.
- Booking emails never go to a login. They go to each facility's rostering contact.
- Invoices go to the facility's accounts email, otherwise the organisation's.
How to
Set up a new organisation
Service RecipientsOrganisationsCreate Organisation
- 1Organisation: enter its name. Leave Give this organisation a login on if they should sign in to the facility portal, and enter the login email (it must not already be in use). Press Create & continue.
- 2Invoicing: enter the Accounts email (required: invoices go there unless a facility has its own), then the invoice mode, payment terms, GST registration, and optionally a purchase order number and footer notes. Press Save & continue.
- 3Notifications: which shift events their facilities hear about, by email, push or both, and site access notes for workers. Save, or Skip for now.
- 4Done: check the summary and press Add a facility now to go straight into the facility setup.
Finish a setup you closed
Service RecipientsOrganisationsorganisation
- 1The page shows Setup incomplete with what's missing.
- 2Press Continue setup. It opens at the first missing part: invoicing if there's no accounts email, otherwise a new facility.
Change settings later
Service RecipientsOrganisationsorganisationSettings
- 1Every setup choice can be changed on the Settings tab: Accounts (invoicing), Notifications and the accounts email under Reports.
- 2Add a login later on the Users tab under Organisation login; give people access to particular facilities with Add Facility Admin.
If something goes wrong
"The email has already been taken"
Every login needs its own email address. Use a different address, or check whether that person already has a login elsewhere in your account.
The setup closed and I lost my place
Everything up to the last step you continued from is saved. Open the organisation and press Continue setup.
"This organisation already has a login"
An organisation has one Organisation Admin login. For more people, add Facility Admins on the Users tab.
What happens when I deactivate an organisation?
Use ⋮ → Deactivate on the organisation's page. Its facilities are not affected; deactivate those separately if needed.
Related guides
Adding a facility
A step-by-step setup for a site: its address (where workers clock in), who gets booking and invoice emails, an optional portal login, and its own contacts.
Configuring invoices
Set what your invoices say, how often they're made and where they go: your agency's defaults, each organisation's invoicing, and each facility's contacts.
Creating a shift
Book a shift, choose who hears about it, and follow it from accepted to approved, including what iShapps does on its own along the way.
Last checked against iShapps on 2026-11-06.