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Organisation

Managing organisation-level settings in Zermmi.

Overview

The Organisation tab contains top-level information about your practice group or organisation. These settings apply across all practice locations and represent the legal entity that owns and operates your practices.

Access: Organisation Settings > Organisation tab

What You Can Configure

The Organisation tab manages three key pieces of information:

Organisation Fields

| Field | Type | Required | Description | |-------|------|----------|-------------| | Name | Text | Yes | The official name of your organisation or practice group | | Tax ID | Text | No | Tax identification number, VAT number, or business registration number | | Headquarters Country | Text | No | Country where your organisation is legally headquartered |

Field Details

Organisation Name

What it is: The official name of your practice or practice group.

Examples:

  • "Smith Dental Group"
  • "Downtown Family Dentistry"
  • "Advanced Dental Care Associates"

Where it's used:

  • Reports and documents
  • System branding (in some cases)
  • Legal/administrative records

Tips:

  • Use your official business name as it appears on legal documents
  • This is different from individual practice names (configured in Practices tab)
  • For single-location practices, this might be the same as your practice name

Tax ID

What it is: Your organisation's tax identification number.

Common formats by region:

  • Switzerland: CHE-123.456.789 (VAT/UID number)
  • EU: Country code + digits (e.g., DE123456789)
  • US: EIN (Employer Identification Number) 12-3456789
  • Canada: Business Number (BN) 123456789RC0001

Where it's used:

  • Financial reports
  • Tax documentation
  • Invoice generation (for some configurations)
  • Legal compliance records

Tips:

  • Enter the number exactly as it appears on official documents
  • Include dashes or formatting if that's the standard format
  • Keep this updated if your tax registration changes
  • Optional field - only required if you need tax reporting features

Headquarters Country

What it is: The country where your organisation is legally registered and operates from.

Examples:

  • "Switzerland"
  • "United States"
  • "Canada"
  • "United Kingdom"

Where it's used:

  • Legal and compliance reporting
  • Regional feature availability (in some cases)
  • Administrative records

Tips:

  • For multi-location practices across countries, use where the parent organisation is registered
  • Individual practice locations can be in different countries (set in Practices tab)
  • This is informational and doesn't restrict practice locations

Viewing Organisation Details

When you open the Organisation tab, you'll see the current organisation information displayed in a read-only view:

View Format:

  • Fields displayed as key-value pairs
  • Empty fields show a dash (—)
  • Clean, easy-to-read layout

Example view:

Name: Smith Dental Group
Tax ID: CHE-123.456.789
Headquarters Country: Switzerland

Editing Organisation Details

How to Edit

  1. Click the Organisation tab in Organisation Settings
  2. Click the Edit button (top right)
  3. Form fields become editable
  4. Make your changes
  5. Click Save to confirm, or Cancel to discard changes

Editing Notes

  • Name is the only required field
  • Tax ID and Country are optional
  • Changes save immediately when you click Save
  • If there are validation errors, they'll appear below the relevant fields
  • Unsaved changes are lost if you navigate away or click Cancel

Permissions

Who Can View

All authenticated users can view organisation information (unless restricted by custom role configuration).

Who Can Edit

Only users with organisation management permissions can edit these settings.

Typical roles with edit access:

  • System Administrators
  • Organisation Owners
  • Practice Owners (in some configurations)

If you can't edit:

  • You won't see the "Edit" button
  • Contact your system administrator to request access
  • Your role may need the 
    organisation:update
    permission

Validation & Error Handling

Required Fields

  • Name: Cannot be empty
    • Error: "Organisation name is required"
    • Must have at least 1 character

Optional Fields

  • Tax ID: No specific format validation (accepts any text)
  • Headquarters Country: No specific validation (accepts any text)

Common Errors

| Error Message | Cause | Solution | |--------------|-------|----------| | "Organisation name is required" | Name field is empty | Enter an organisation name before saving | | "Failed to update organisation" | Server error or network issue | Check your connection and try again | | "You don't have permission to edit this organisation" | Insufficient permissions | Contact your administrator |

Best Practices

Initial Setup

  1. Start with the legal name - Use the name exactly as it appears on business registration documents
  2. Add tax ID immediately - Essential for financial reporting and compliance
  3. Set headquarters country - Ensures accurate regional settings

Ongoing Maintenance

  1. Review annually - Confirm details are current at the start of each year
  2. Update immediately on legal changes - If business name or tax ID changes (merger, restructuring, etc.)
  3. Document changes - Keep a record of when and why organisation details change

Multi-Location Practices

  • Organisation = parent entity - This tab is for the overarching business
  • Practices = individual locations - Configure location-specific details in Practices tab
  • Keep them distinct - Organisation name might be "Dental Partners LLC" while practice names are "Downtown Dental" and "Uptown Dental"

Common Workflows

Setting Up a New Organisation

  1. Navigate to Organisation Settings > Organisation
  2. Click Edit
  3. Enter organisation name (required)
  4. Add tax ID (recommended)
  5. Add headquarters country (recommended)
  6. Click Save
  7. Proceed to Practices tab to set up locations

Updating Tax Information

  1. Navigate to Organisation Settings > Organisation
  2. Click Edit
  3. Update Tax ID field with new number
  4. Verify Name and Country are still correct
  5. Click Save
  6. Update any related financial system integrations

Changing Organisation Name (Due to Rebrand/Merger)

  1. Before changing: Document the old name for reference
  2. Navigate to Organisation Settings > Organisation
  3. Click Edit
  4. Update Name field
  5. Update Tax ID if it changed due to legal restructuring
  6. Click Save
  7. After changing:
    • Notify team members of the name change
    • Update any external systems that reference the old name
    • Review reports and documents for consistency

Impact on Other Features

Organisation settings have limited direct impact on day-to-day features:

| Feature | Impact | Details | |---------|--------|---------| | Reports | Organisation name appears in headers/footers | Some financial reports include tax ID | | Practices | All practices belong to one organisation | Practices inherit organisation context | | Legal/Compliance | Tax ID used in compliance reporting | Required for certain regional features | | Branding | Organisation name may appear in admin areas | Not typically shown to patients |

Note: Most operational settings (hours, timezone, currency) are configured at the Practice level, not Organisation level.

Relationship to Other Settings

Organisation vs Practice

  • Organisation: Top-level business entity (one per account)
  • Practice: Individual location or branch (can have multiple)
  • Example: "Smith Dental Group" (organisation) operates "Downtown Dental" and "Riverside Dental" (practices)

Organisation vs Roles

  • Organisation: Defines the legal entity
  • Roles: Define what users can do within that entity
  • Connection: Organisation-level permissions control who can modify organisation settings

Organisation in the Settings Hierarchy

Organisation (top level)
  ├─ Practices (locations)
  │   ├─ Practice 1
  │   └─ Practice 2
  ├─ Roles (permissions)
  │   ├─ Admin roles
  │   └─ Practitioner roles
  └─ Team Members (assigned to practices with roles)

Troubleshooting

"Edit button is missing"

Cause: You don't have organisation management permissions Solution: Contact your administrator to request 

organisation:update
permission

"Changes aren't saving"

Possible causes:

  1. Network connectivity issue - Check your internet connection
  2. Session expired - Refresh the page and log in again
  3. Permission revoked - Confirm you still have edit access

"Tax ID not appearing on reports"

Cause: Not all report types include tax ID Solution: Check report-specific settings or contact support to enable tax ID display

Related Documentation

Quick Reference

Key Points:

  • Organisation = legal business entity
  • Only organisation name is required
  • Tax ID and country are optional but recommended
  • Requires 
    organisation:update
    permission to edit
  • Changes take effect immediately on save

Common Use Cases:

  • Initial practice setup
  • Legal name changes (rebrands, mergers)
  • Tax registration updates
  • Annual information review