What it does

Your account is one organization. It holds institutions. Each institution runs its own programs. The organization portal lists every institution, with live counts for its programs, admins, and users. Each institution also has its own page: profile, programs, admins, contacts, branding, and notes.

Who it's for

Org admins oversee many institutions from one account. Institution admins manage one institution's profile and programs. Faculty, learners, and coordinators only see the institutions they belong to.

How it works

The institution list. Each row shows name, code, location, active status, logo, and three counts: programs, admins, users. Counts use active records only. Archived programs and inactive admin grants are left out.

Institution detail. Opening an institution shows tabs: Overview, Programs, Administrators, Contact Information, Branding, and Notes. From here you can edit the profile, check its programs, and see who runs it. You can turn an institution off and back on without losing data. Removing one is a soft archive, and the platform blocks removal while linked records remain.

Before you start

You need institution-management permission to edit a profile. Without it, the page is view-only.
You need org-level access to see the institution list at all.

Do this

Open the /organization/institutions page → the institution list loads with each row's counts and status.
Select an institution in the list view → you should land on that institution's page, on the Overview tab.
Select the Edit button → the Edit Institution sheet opens with General Information, Address, Contact Details, and Branding sections.
Update the fields you need — for example Name, Short Name, Code, phone, or website — then select the Save Institution button → the sheet closes and the Overview tab shows your new values.
To check coverage, select the Administrators tab → shows the admin count and a warning if the institution has no active admin.

You're done when

✓ The institution's Overview tab shows your new values.
✓ The Administrators tab lists at least one active admin, so no coverage-gap warning shows.
✓ A deactivated institution shows an Inactive status but keeps all its data and programs.

Boundaries and limits

The Medtrics platform team sets up new organizations, institutions, and programs. Admins manage what exists; they cannot create new institutions themselves.
Editing a profile needs institution-management permission. Members without it can view, not change, the profile.
Visibility is scoped. Users see only the institutions they belong to. Org-level visibility comes from an org admin grant, or membership in one of its institutions or programs.
Institutions are never hard-deleted. Removal is a reversible archive, and it is blocked while the institution still has linked records.
There is no cross-org view. Each account has exactly one organization. Nothing is shared between organizations.

Common questions

Q: Can I add a new institution to our organization myself? A: No. The Medtrics team sets up new institutions. Contact support to add one. Once it exists, your org admins manage it fully.

Q: What happens when I deactivate an institution? A: It is flagged inactive but keeps all its data, programs, and history. You can reactivate it at any time.

Q: Why can't I delete an institution? A: Deletion is blocked while linked records remain, such as programs. Remove or reassign those first, or deactivate the institution instead.

Q: Who can see the organization portal? A: Users with organization-level administrative access. Regular institution members work inside their own institution and program portals.

Organization and Institution Hierarchy