NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and myStratus Desktop.

Organizations are used to track schools and other types of organizations you work with. For each organization you can maintain information such as address, contact information, yearbook requirements, and deadlines. When setting up a client or senior session, choosing the proper organization will enable you to streamline your reporting, yearbook processing, and more.

Setting up Organizations

Create and maintain a list of all the organizations you work with, such as high schools, as well as their address and yearbook information. 

1. Go to Maintenance > Client > Organizations to open your organization list.
   
   

2. Click New to add a new organization (or double-click an existing organization to modify it).

   

3.  The General tab contains information that can be view on the Organization tab of any client or session that is part of the organization. Enter the following:

   • Name - Enter the name of the organization/school.

   • Code - Record an organization code, if available.

   • Address - Enter the organization's address.

   • Phone - Enter the organization's phone number.

   • Contract Status - Record the status of any contract your studio has with this organization.

   • Class Enrollment - Enter the class size. Use this number for reporting purposes.

   • Notes - Record any notes that apply to this organization, such as yearbook requirements.

   • Yearbook Advisor - Enter the contact information for the high school yearbook advisor.

   • Principal - Enter the contact information for the high school principal.

4. Click on the Yearbook Options tab. If you track yearbook selections using the software's digital workflow, set up the options on this tab. The software will use these settings to prepare the yearbook images for the school and to help you keep track of deadlines. For more information about yearbook tracking and the high school senior workflow, read High School Senior Workflow and Yearbook Workflow and CDs
   

   

   • Image DPI - Enter the image dpi required by the organization.

   • Image Height - Enter the image height (in pixels) required by the organization.

   • Image Naming Convention - Select a naming convention only if this organization requires a different naming convention than the default which is set up on the Organizations tab in Studio Preferences. Please note: Selecting a naming convention other than "None" for this organization will override any image naming selection made in Studio Preferences. See also: Company (Studio) Preferences - Organizations 

   • Template to be used for Masking - Select a masking template only if this organization requires a different template than the default which is set up on the Organizations tab in Company (Studio) Preferences. Note: Selecting a masking template for this organization will override any selection made in Company (Studio) Preferences. Design your own masking templates in Tools > Design Tools > Composite Template Builder. See also: Company (Studio) Preferences - Organizations and Composite Templates  

   • Secondary Image Required - Check this option if this organization requires two yearbook image selections.

   • Student Selection Cutoff Date - Enter the last day that students can select their yearbook image. Use this date for filtering and reporting.

   • Studio Selection Cutoff Date - Enter the cutoff date for the studio to make yearbook selections. Use this date for filtering and reporting.

   • Final Delivery Deadline - Enter the date that the images need to be delivered to the school. Use this date for filtering and reporting.

5. Open the Online Portal tab.  This field is used hand in hand with Client Referral Programs.  If you'd like to use a custom label rather than the name of the Organization, and you want it to show the custom, add it here.
   
   

6. Open the Custom tab. Use the fields on this tab to record additional information you want to track for this organization. Set up the names for these fields in Maintenance > General (Studio) > Custom Labels. See also: Custom Labels



7. Open the Online Booking tab. Set up this tab if you would like to allow this organization's students to book their session/appointments online. See also: Online Booking for Organizations.
   
   
   
   
   • Check the respective boxes to enable Sessions and/or Appointments to be booked online by clients who are a part of this particular organization.
   • Start/End Date (optional) - This section controls which date range of time slots should be visible online. By selecting a start/end date, all time slots created for this date range will be visible for this organization during online booking. This option is recommended, but not required, for clients who do not use the Limit Time Slots to this Organization only option but would still like to limit what dates a client can book. Leave this section blank if an organization can book at any time.
   • Allowed Appointment/Session Types - Check which Appointment/Session types are able to be booked online for this particular organization. 
   • Limit Time slots to this Organization only -  When this option is checked then any time slots assigned to this organization will only be available for this particular organization and will not show up as being available during regular Online Booking.  In addition, only clients booking through this organization will be able to view these time slots. 
     
     
8. Click OK to save the organization.