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Organisations & Users

OpenCLM supports multi-tenancy — a single deployment can host multiple organisations with strict data isolation between them.

What Is an Organisation?​

An Organisation is the top-level unit in OpenCLM. Everything — users, contracts, templates, clauses, workflows, settings — is scoped to an organisation. Users in Organisation A cannot see data from Organisation B.

When to use multiple organisations:

  • Different subsidiaries or business units that need separate contract repositories.
  • Clients you are hosting OpenCLM for (as a provider).
  • Development / staging environments isolated from production.

Creating an Organisation​

Super Admins can create new organisations:

  1. Go to Settings → Organisations.
  2. Click New Organisation.
  3. Fill in:
    • Name — displayed throughout the UI
    • Slug — URL-safe identifier (auto-generated, editable)
    • Industry — used for smart clause suggestions
    • Logo — shown in the org selector and in letters
    • Address — used in auto-populated letter templates
  4. Click Create.

After creation, you are automatically added as the Administrator of the new organisation.

Inviting Users​

  1. Go to Settings → Users.
  2. Click Invite User.
  3. Enter the user's email address.
  4. Assign one or more roles.
  5. Click Send Invitation.

The user receives an email with a sign-in link. If Keycloak SSO is configured, the user registers via your identity provider. Otherwise, they set a password on first login.

Managing Users​

In the Users list you can:

  • Edit a user's roles, name, or department.
  • Deactivate a user — they can no longer log in but their contracts and activity remain visible.
  • Remove a user from the organisation — removes all their role assignments within this org. Their account is not deleted (they may belong to other orgs).
  • Resend invitation — if the invitation email expired.

Departments​

Create Departments to group users and scope permissions:

  1. Go to Settings → Departments.
  2. Click New Department.
  3. Enter a department name and assign a Department Head.
  4. Add members.

Departments are used in:

  • Role scoping (Department Head sees only their department's contracts).
  • Analytics (contracts by department breakdown).
  • Approval workflow routing (route to "Department Head of the contract's department").

User Profile​

Users can manage their own profile at Settings → My Account:

  • Full name
  • Job title
  • Profile photo
  • Notification preferences
  • Password / SSO settings