Organizations

An organization is the top-level entity in CapySays. It represents your business, school, or institution and acts as the container for everything you manage in the platform: branches, locations, feedback devices, staff members, activities, and all collected feedback.

What is an Organization?

When you sign up for CapySays, your first step is creating an organization. Think of it as your account's home base — all resources belong to it, and all data is scoped to it.

A single CapySays account can belong to multiple organizations (as owner, manager, or staff), and your plan determines how many organizations you can own.

Creating an Organization

Role required: Any authenticated user (subject to plan limits)

  1. From the Workspace, click Add Organization.
  2. Fill in the organization details (see field descriptions below).
  3. Click Save. You are automatically assigned the Owner role.

Fields

Field Description
Name Your organization's display name. This appears across the platform and in staff-facing search results.
Organization Type The category that best describes your business or institution. This determines which location types are available to you.
Description A short description of your organization, visible to staff members when they find you via search.
Contact Email The primary contact email for the organization. Used for administrative communication.
Website Your organization's website URL.
Logo A square image representing your organization (used in the UI and on feedback devices).
Cover Image A wider banner image for your organization's profile.
Discoverable Controls whether staff members can find your organization via the "Find Organization" search. See Discoverability below.

Your plan determines the maximum number of organizations you can create. If you have reached your plan's limit, the Add Organization option will be unavailable until you upgrade.

Organization Types

The organization type you select at creation determines which location types are available when you add locations inside your branches. For example:

  • Education — enables location types such as Classroom and Lab
  • Hospitality — enables location types such as Lobby and Restaurant
  • Health & Fitness — enables types appropriate for clinics, gyms, and studios
  • Retail — enables types appropriate for stores and service counters

Other types are available to cover a range of industries.

You can change the organization type after creation via the edit page. Changing the type does not affect existing locations, but it may change which types are available when you add new ones.

Editing an Organization

Role required: Owner

  1. Navigate to your organization in the Workspace.
  2. Click Edit Organization.
  3. Update any of the fields described above.
  4. Click Save to apply your changes.

The edit page is also where you can request a data export.

Discoverability

The Discoverable setting controls how staff members can join your organization.

Setting Behavior
Enabled Staff members can find your organization by searching for its name via the "Find Organization" feature and request to join.
Disabled Your organization does not appear in search results. Staff can only join via a direct invitation from an Owner or Manager.

Toggle this setting on the organization edit page. Changes take effect immediately.

If you are managing a private or sensitive organization (such as a healthcare facility), disabling discoverability ensures that only explicitly invited staff can access it.

Plan Limits

Every CapySays plan defines maximum resource quotas for each organization. These limits apply to:

  • Number of branches
  • Number of locations
  • Number of feedback devices
  • Number of staff members
  • Number of activities
  • Monthly feedback responses

The Workspace displays utilization bars for each resource so you can see how close you are to each limit at a glance.

When you reach a limit, you will not be able to create more of that resource until you either remove existing resources or upgrade your plan.

Monthly response cap: The limit on feedback responses resets at the beginning of each calendar month. Responses collected while over-limit are not lost — collection stops until the cap resets or you upgrade.

Data Export

Role required: Owner Plan requirement: Data export must be enabled on your plan

You can export all data associated with your organization as a ZIP archive containing structured CSV files.

Requesting an export

  1. Go to the organization edit page.
  2. Click Request Data Export.
  3. The system queues your export. You will receive an email notification when it is ready.
  4. Return to the edit page and click the download link to save the ZIP file.

Export contents

File Contents
feedback.csv All feedback ratings, including submission timestamp, device, location, branch, staff member, activity, screen, dimension, and rating value
staff.csv All staff members: name, email, phone, speciality, and status
locations.csv All locations with their associated branch names
devices.csv All devices with their status and assigned location

Exports expire 48 hours after generation. Download your file promptly after receiving the notification email. If your export expires, you can request a new one.

Deleting an Organization

Role required: Owner

Deleting an organization permanently removes it and all resources within it, including:

  • All branches, locations, and feedback devices
  • All collected feedback data
  • All staff member records
  • All activities

This action cannot be undone.

To delete an organization, navigate to the delete option on the organization's page and confirm. If you only want to pause operations without losing data, consider working with your plan provider to freeze the organization instead.

Plan Status

Your organization's plan status affects what you can do within it.

Status Meaning
Active Normal operation. All features are available within your plan's limits.
Frozen The organization exists and data is preserved, but modifications are blocked. This typically occurs due to a billing issue. Contact support to resolve.
Cancelled Set when the owner's account is scheduled for deletion. All data is retained. If the owner reactivates their account, the organization is automatically restored to its previous status.

Related pages

Account Management Branches & Locations