Organization Setup

Your IT team is deploying ProBeya across three manufacturing sites with 500 users spread between Brussels, Dublin, and Singapore. The first decision is how to structure the organization: one tenant per legal entity, one per site, or a single global tenant with workspace-based site isolation. This guide walks through each option and the configuration choices that affect GxP validation status, SSO federation, and billing.

Enterprise Deployment Decision Matrix

Before creating an organization, choose a tenancy model. The decision affects subdomain structure, SSO configuration, billing, and audit trail isolation.

Criterion	Single Org, Multi-Workspace	One Org per Site	One Org per Legal Entity
Subdomain	acme.probeya.com	acme-brussels.probeya.com	acme-eu.probeya.com
SSO	One IdP config covers all sites	Separate IdP config per site	Separate IdP per entity
Audit trail	Unified log, filterable by workspace	Isolated per org	Isolated per entity
Billing	Single invoice	Separate invoices per site	Separate per entity
Cross-site visibility	Native (portfolio dashboard)	Requires cross-org API calls	Requires cross-org API calls
GxP validation scope	One validation package	Independent per site	Independent per entity
Best for	Centralized OpEx programs	Autonomous site operations	Multi-entity holding groups

Recommended for Pharma

Most pharma deployments use the Single Org, Multi-Workspace model. It enables a unified portfolio dashboard, single SSO configuration, and one audit trail while still isolating site data through workspace-level permissions.

Creating an Organization

When you sign up for the first time, you are prompted to create an organization:

1. Enter your organization name (2--100 characters, e.g., "Acme Pharma Global").
2. Choose a slug that becomes your subdomain (2--50 characters, lowercase alphanumeric and hyphens only, e.g., acme-pharma for acme-pharma.probeya.com).
3. Select your plan (Free, Starter, Pro, or Enterprise).
4. Click Create Organization.

The creator is automatically assigned the org_owner role with level 0 (highest privilege). This role cannot be shared -- there is exactly one org_owner per organization.

Slug Strategy for Multi-Site Deployments

The slug forms your permanent subdomain and appears in every URL your teams share. Choose a slug that scales:

Pattern	Example	Rationale
Company abbreviation	acme	Works for single-org deployments
Company + region	acme-eu	Disambiguates when multiple legal entities exist
Company + site	acme-brussels	Disambiguates per-site org deployments

warning

The slug must be globally unique across all ProBeya tenants. Once chosen, changing it updates your subdomain and invalidates all previously shared links, bookmarked URLs, SSO callback URIs, and API endpoint references.

Organization Settings

Navigate to Settings > Organization to manage your organization. Only users whose roles include manage_settings permission (org_owner, tenant_admin, or site_admin) can access these settings.

General Configuration

Field	Validation	Security Impact
Name	2--100 characters	Displayed in sidebar, emails, exported reports, and audit logs
Slug	2--50 chars, [a-z0-9-] only	Defines the subdomain. Changing it invalidates SSO callback URIs
Logo	URL string (uploaded via S3)	Displayed on the login page -- ensure the logo does not leak internal branding to unauthorized users
Description	Optional free text	Visible to all members on the organization home page
Branding	See Branding	Custom colors override the default theme across all pages

Plan & Resource Limits

View your current plan and usage against enforced resource limits:

Resource	Free	Starter	Pro	Enterprise
Users	5	20	Unlimited	Unlimited
Workspaces	1	3	Unlimited	Unlimited
Boards	3	20	Unlimited	Unlimited
KPIs	10	50	Unlimited	Unlimited
Automations	0	5	Unlimited	Unlimited

When a limit is reached, mutations that would exceed the cap return a FORBIDDEN error with an upgrade message. Plan enforcement happens at the API layer via the checkPlanLimit function, ensuring limits cannot be bypassed through direct API calls.

Enterprise Plan Selection for Regulated Environments

For pharma deployments requiring GxP compliance, only the Enterprise plan provides the full feature set needed for a validated environment:

Compliance Capability	Required Plan	Regulatory Reference
Full audit log access	Enterprise	21 CFR Part 11.10(e)
SSO / SAML / Azure AD	Enterprise	21 CFR Part 11.10(d)
IP allowlisting	Enterprise	EU Annex 11, Section 12.1
Custom roles	Enterprise	21 CFR Part 11.10(d)
API access for integrations	Pro+	GAMP 5, Category 4
Electronic signatures	Enterprise	21 CFR Part 11 Subpart C

Multi-Tenancy Isolation

Every database query in ProBeya filters by organizationId to enforce strict tenant isolation. The organization ID is resolved from the subdomain via server-side middleware -- it is never taken from client input. This architecture guarantees:

• Members of Organization A can never see data belonging to Organization B.
• API keys and sessions are scoped to a single organization.
• Webhook and integration events only fire for their owning organization.
• The SET LOCAL PostgreSQL transaction variable scopes row-level access for the request duration.

Compliance Note

For validated systems, document the tenant isolation mechanism in your Computer System Validation (CSV) package. ProBeya's server-side middleware resolution of organizationId from the subdomain satisfies the access control requirements of 21 CFR Part 11.10(d) and EU Annex 11, Section 12.1.

Danger Zone Operations

These operations have significant consequences and require additional safeguards:

Transfer Ownership

Transfer the org_owner role to another member. Only the current owner can perform this action. After transfer:

• The previous owner is downgraded to tenant_admin.
• All billing responsibilities transfer to the new owner.
• The audit trail records both the actor and the recipient.

Delete Organization

Permanently delete the organization and all its data. Requirements:

• Must re-enter your password (re-authentication).
• A 7-day grace period applies before data is permanently purged.
• All workspaces, boards, items, KPIs, members, file attachments, API keys, SSO configurations, and webhook configurations are deleted.

warning

Deleting an organization is irreversible after the 7-day grace period. For GxP environments, ensure you have completed a data export and archived all audit trail records before deletion. See Data Export.

Multiple Organizations

If you belong to multiple organizations (common for consultants managing multiple client deployments):

• Use the organization switcher in the bottom-left corner of the sidebar.
• Each organization has its own members, data, billing, branding, and SSO configuration.
• Your user profile (name, email, password) is shared across organizations.
• MFA settings are user-level and apply when you access any organization.

Validation Documentation Checklist

For GxP deployments, document the following organization-level decisions in your Computer System Validation package:

Document	Organization Setting to Record
User Requirements Specification	Tenancy model (single org vs. multi-org), plan selection rationale
Configuration Specification	Slug, branding, workspace structure
Installation Qualification	Verify slug resolves correctly, SSO callback URIs work, plan limits match URS
Operational Qualification	Test ownership transfer, test organization deletion grace period, verify tenant isolation
Performance Qualification	Confirm plan limits enforce correctly under load, verify multi-site workspace performance

Recovery Procedures

Scenario	Recovery Steps
Slug changed, SSO broken	Update the callback URI in your IdP configuration to match the new subdomain. Re-test the SSO connection. Update all bookmark references.
Org owner left the company	Contact ProBeya support to initiate an emergency ownership transfer with IT director verification. Provide the billing email as identity proof.
Accidental deletion initiated	Contact support within the 7-day grace period to cancel the deletion. The grace period cannot be shortened.
Plan limit blocking operations	Upgrade the plan, or archive unused workspaces/boards to free capacity. Plan enforcement is real-time -- upgrades unlock limits immediately.
Cross-tenant data concern	Verify in the audit log that all queries filter by organizationId. ProBeya's middleware resolves tenant context from the subdomain, never from client input.
Branding displaying incorrectly	Clear browser cache. Verify the logo URL resolves. Check that branding settings were saved (not just previewed).

Webhooks & Activity Logging

Organization-level mutations dispatch webhook events via dispatchWebhookEvent and log changes to the activity trail via logActivity. This ensures that all settings changes are auditable and can trigger external integrations -- a requirement for 21 CFR Part 11.10(e) audit trail completeness.

Related Features

• Branding -- Customize logo, colors, and visual identity.
• Billing -- Manage plans and payment methods.
• Roles & Permissions -- Configure who can manage organization settings.
• SSO -- Enterprise identity provider federation.
• Audit Log -- All organization settings changes are logged.