Creating an Organization

A new organization is created by the owner (root user) directly from the dashboard. The creation process involves entering the organization name and optionally uploading a logo. After creation, the user’s current business is automatically linked, and the initiating user becomes the organization owner. The dashboard then transitions into the organization view.

(See instruction video: https://www.loom.com/share/a1c7e025129e4f21b0c164834e591df6)

• Steps
  • Root user (owner) creates an Organization from the dashboard (top right)
  • Defines name of organization + uploads logo. If skipped, we show a default
  • A new organizational page is created; your current business is linked automatically
  • You become the organization owner (the person who creates the organization)
  • You will now see the dashboard switching in to an organizational view

Linking Businesses to the Organization

In the organization overview, new businesses can be added using “Invite Business.”

• Steps
  • Go to Organization Overview → Invite Business
  • Pick Country → enter the Business Registration Number
  • Optional:
    • Additional User Access: pick existing org users who should also get access when the invite is accepted.
    • Additional Business Access: pick other businesses in the org the invited owner should also access.
       

Two outcomes are possible:

• If the registration number matches an existing Klearly business, the owner receives an email request to accept or decline the invitation.
• If the number is not yet registered in Klearly, the business appears as “Pending” until onboarding is completed.

• What they see in the Organization Overview:
  • Linked businesses (you see all linked businesses that belong to the organization. The businesses that you have access to are dark. The ones that you don’t have access to are greyed out but still there for visibility).
  • Pending invitations with an info tooltip explaining common reasons (not onboarded / no action yet / number mismatch).

Pending invites can be revoked at any time. Removal of a linked business cannot be done from the dashboard and must be handled by Support (Klearly business manager superadmin).

Adding Users & Managing Permissions

Within Permissions Management, team members can be added to the organization.

• If a user already exists within any connected business, they can be selected directly, assigned access to specific businesses, and given a default business, which determines the environment they see upon login.
• If the user is new to Klearly, their email can be entered and business access assigned. An invitation email will then be sent.

Existing users gain access immediately. New users must complete account creation before being directed to the organization view.

Using Multilocation Views

In the dashboard and transaction views, a selector at the top allows filtering by all businesses or a chosen subset. Within the transactions list, a dedicated column indicates the business associated with each transaction.

Reporting includes:

• An organization-level sales overview that displays combined totals as well as per-location breakdowns. Users can select which locations are included in the aggregated view.
• Individual business-level reports (transactions, payouts, bookkeeping), which continue to be accessed from within the respective business dashboards. Navigation between businesses is handled via the switcher at the top.

Changing or Removing Access

In Permissions Management, user access can be adjusted by adding or removing businesses and saving the changes.

When access to a linked business is removed, the system will prompt a choice: remove the user only from that individual business or from the entire organization.

Users cannot be removed from their default business, as this is the business used for authentication and login.

General questions

Q: Who can create an Organization?

Only the owner (root user) of an existing Klearly business can create an Organization. Once created, that user becomes the Organization Owner and can invite other businesses and users.

Q: How many businesses can be linked to one Organization?

There’s no fixed limit today

Q: Can one person belong to multiple Organizations?

Yes. But each organization appears as a separate dashboard view. You can’t see multiple organizations at once.

Q: What happens if a merchant has multiple KVKs or trade names?

They can link each KVK/trade name as a separate business under one Organization.

Q: Is there any extra cost for using Multi-Location?

No, not in the initial rollout. It’s part of the existing Klearly Dashboard experience.

Creating & Linking Businesses

Q: What if the Business Registration Number is wrong or mistyped?

They’ll see a Pending status. The system won’t match it to any existing business. They can delete the pending invite and resend it with the correct number.

Q: Why use Business Registration Number instead of email invites?

It avoids confusion and ensures we connect to the correct business entity (one Business Registration Number = one verified business).

Q: Can I invite multiple businesses at once?

Not yet. Each business is invited individually to ensure correct ownership and permissions.

Q: How does the invited business accept?

The owner receives an email → logs in → clicks Accept on the dashboard popup.

User Access & Permissions

Q: Who can invite users?

Organization Owners and Admins (depending on permissions) can invite or manage users.

Q: Can I give a manager access to only a few locations?

Yes. During invitation, select which businesses they should see.

Q: What is a Default Business?

That’s the business tied to their mobile app login. Web dashboard users can still switch between all their assigned locations, but they will only have access to the app from 1 business.

Q: Does linking a business bring in all team members of this business?

No. Only the owner joins automatically and optionally other users that you specifically select; add others later via Organization Permissions.

Q: Can users change their Default Business themselves?

No. To avoid issues with POS device coupling, they would need to contact support if it must be changed and we will do it from our end.

Q: Can I remove a user from one location without deleting them from the org?

Yes. From Permissions Management → Manage Access → remove the business → Save Changes.

Q: What if an employee (with admin role) works at multiple locations?

They can be linked to multiple businesses within one Organization, with a single login.

Reports & Dashboard

Q: What’s included in the Aggregated Sales Overview Report?

All sales data across selected businesses: Totals, tips, refunds, and per-business breakdowns.

Q: Can I see per-employee or per-device reports at organization level?

No, those remain location-specific.

Q: Can I export aggregated reports?

Yes. The report can be exported like existing reports.

Q: Do filters apply everywhere?

Yes, the business filter applies across dashboard widgets and reports.

Q: Can we schedule automated delivery of aggregated reports?

Not yet. This is a general feature request that is in our backlog currently.

Edge Cases & Support

Q: A business shows as ‘Pending’ for days. What should I tell the merchant?

Either the invite hasn’t been accepted, or the business hasn’t completed onboarding. They can delete and resend once it’s ready.

Q: A merchant can’t see all locations in their dropdown. Why?

They only see businesses they have explicit access to. The Organization Owner can update their access in Permissions Management.

Q: Can I mass‑edit settings across locations?

Not in MVP; switch locations to edit. All settings are still per business.

Q: Can merchants unlink a business themselves?

Not yet. For security reasons, deletions go through Support.

Q: Does this work with the mobile app?

No. Multi-Location is available only in the web dashboard. It is of course mobile responsive.

Q: Will adding more locations affect payouts or contracts?

Each business keeps its own payout details and contracts. They simply sit under one Organization for management convenience.