In testing phase: Reducing duplicate organizations

Modified on Tue, 20 May at 5:00 PM

TABLE OF CONTENTS

How the new system works
Key contacts vs. normal contacts
Transitioning to the new system
Frequently asked questions (FAQ)
Interested in testing or sharing feedback?
More information

Reducing duplicate organizations

We are improving the B2B ordering flow in Eduframe. Previously, every new participant who placed a business order automatically created a new organization in Eduframe. This caused duplicated records and a cluttered CRM. Our new solution, which is currently in development, will keep your data clean, while giving you full control over how and when to link orders to organizations.

Note: this functionality is currently in the testing phase. The functionality is only available on staging.
Want to test it on staging? Reach out to us at support and we will activate the feature for you.

How the new system works

When a new participant places an order for a business, a new invoice address is created instead of an organization. The admin can choose what to do with this new invoice address:

Accept and invoice to the invoice address (without linking it to an organization)
Link the invoice address and order to an existing organization
Create a new organization based on the invoice address

Benefits:

Participants can no longer create organizations. This reduces duplicate data.
Participants can order for any (business) invoice address they provide on the signup. The signup does not require any additional steps. This keeps conversion up.
A business order does not have to be connected to an organization. All orders from the signup can still be paid, confirmed and invoiced automatically if desired.

Existing contacts of an organization

Just like in the old situation, if a participant is known in the system and already linked to an organization, their business orders can be automatically linked to that organization. No admin action is required.

Key contacts vs. normal contacts

Key contacts have the same capabilities as before. For the first version of the organization solution normal organization contacts can also place orders for their organization, with some limitations:

Capability	Key contact	Normal contact
Place orders for their organization	✅ Yes	✅ Yes (for themselves only)
Invoice goes to the organization’s invoice address	✅ Yes	✅ Yes
Change the organization’s invoice address during signup	✅ Yes	❌ No
Access the business portal	✅ Yes	❌ No
Order on behalf of others	✅ Yes	❌ No
Add new contacts to the organization	✅ Yes (via the signup)	❌ No
Select existing organization contacts to order for	✅ Yes	❌ No

Transitioning to the new system

To ensure a smooth transition to the new system, we will offer the option to migrate all of your existing organizations. If you’re already using organization features like the business portal, and don't have a lot of duplicated organizations in the system currently, we strongly recommend taking advantage of this migration.

If you choose not to migrate, your current organizations will be converted into business invoice addresses. You can still find these by opening the following hidden URL:

https://{your-educator}.edufra.me/admin/accounts

Note: replace {your-educator} with your own educator name.

If you do want to migrate some of these business invoice addresses organizations you can do so by linking them to an organization from the order as follows:

Open the business invoice address (from the URL mentioned above, or from an order)
Open an order of the business invoice address
Click 'Invoice & link to'
Create a new organization (or select an existing organization)
Click 'Save'
The invoice address is now migrated and will show up in your organization list

Note: creating organizations out of your business invoice addresses or linking them to an organization is optional. See 'Do I have to use organizations' in the FAQ below for more info.

By default we don't migrate the existing organizations. Let us know if you want to make use of this.

Frequently asked questions (FAQ)

Do I have to use organizations?

Once the new system is fully finished, it will be enabled for everybody. However, using organizations is not mandatory. If you prefer not to use organization features but still handle B2B orders, you can decide only to use business invoice addresses.

What are Eduframe’s organization features?

The following features are exclusive to organizations and are not available for business invoice addresses:

Business portal access
Key contact role
Private products
Grouping of orders, contacts, and invoices under one organization
Organization opportunities
Organization notes
Organization tasks

If you require any of these features, we recommend linking your business invoice addresses to an organization.

How can I see what orders I might still want to connect to an organization?

On the order page, newly created business invoice addresses are flagged with the label ‘New’ for 7 days after creation.

Additionally, you can filter your orders on orders that are personal, linked to a business invoice address or linked to an organization. Orders that are linked to a business invoice address are business orders which are not linked to an organization yet.

Can an organization have multiple invoice addresses?

Not yet - but the changes in this update make it technically possible in the future. We’re exploring this for the roadmap.

What functionality do business invoice addresses have?

Business invoice addresses function just like personal invoice addresses. They can be used for invoicing B2B orders but don’t support any of the organization features mentioned above. In addition to this, if a business invoice address is not linked to an organization, only the user who created it will be able to use it for placing orders.

Will sent invoices of an order appear in the business portal after linking the order to an organization?

Yes. If an order has already been invoiced and the invoice has been sent (and possibly paid), linking the order to an organization will still make both the order and the invoice visible in the business portal.

To be precise:

The invoice itself is not updated, as it has already been sent.
However, the invoice is linked to the organization through its associated business invoice address. This link ensures that the invoice appears in the organization’s business portal.

When can I start using this?

The improved B2B ordering flow is currently in testing and will be rolled out in phases. The exact rollout timeline depends on the feedback we receive during this testing period.

Want to stay in the loop? Reach out to us for the latest status update.

We’d love your help! By testing the new flow and sharing your experience, you help us make it even better.

Email us at support@eduframe.nl to request early access or to ask any questions.

More information

Click here for other info about Eduframe

Click here if you have any questions for support.

Was this article helpful?