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Managing customer organizations

Create a customer organization, grant products, set user limits, and load demo data.

This guide is for Platform Administrators only. It covers creating customer organizations (called tenants), granting them products, setting user limits, and loading demo data. If you are not a Platform Administrator, this page does not appear for you — see Roles and permissions.

To open it, click Tenants under the Platform heading at the bottom of the left-hand menu. The page is titled Tenant Management — "Manage customer accounts and their access to the platform".

The tenant table#

Each row is one customer organization, with columns Tenant, Slug, Products, Users (current count against the limit, red when full), ICF Countries, Demo Data, Status, and Created. Click any column heading to sort. Clicking the small gray identifier under a tenant's name copies its ID to the clipboard.

On the right of each row are the actions: a demo-data action when one applies (Seed demo data, Update demo data, or Retry demo seed), then Products, Edit, and Delete. The Status column is itself a button — click Active or Inactive to toggle the tenant. Deactivating a tenant blocks sign-in for all of its users at once.

Creating a tenant#

  1. Click the New Tenant button in the top-right corner.
  2. What you'll see: a window titled Create New Tenant.
  3. Type the Tenant Name — for example "Acme Pharmaceuticals". The Slug fills in automatically (lowercase letters, numbers, and dashes only); it becomes the tenant's permanent short identifier and cannot be changed later.
  4. Set Max Users — the seat limit. Trelice refuses to create users beyond it.
  5. Choose the SoA Footnote Index: Numbers (1, 2, 3) or Letters (a, b, c). This controls how Schedule of Assessments footnote markers are labelled in the editor and in exports.

The initial admin#

Under Admin User, enter the Admin Email. This person receives a first-time login invitation, and the same address becomes the tenant's contact email. First and last name are optional, and Password can be left empty — "Leave empty to auto-generate a secure password"; the invitation flow lets them choose their own.

Note: The initial admin is created as a Sponsor Administrator — they run their own organization (users, templates, workflows) but do not hold System Administrator authority. See Managing users and invitations for what they can do from there.

Granting products#

Under Products, tick what the customer's contract covers:

  • Protocol Authoring — "Create and review protocols". Ticked by default, since it is the core product.
  • ICF Master — "Master consent form authoring".
  • ICF Country — "Country-specific consent forms".

Anything left off is hidden in the tenant's screens and refused by the system. If you untick everything, an amber warning reminds you: the tenant's users will be able to sign in, but every feature stays locked until you grant a product. Products can be changed at any time afterwards with the Products button.

Demo data at creation#

Below the products is a Seed with demo data checkbox: "Creates a flagship demo study, complete review history, and 14 demo users (counted against the user limit)." Leave it off for real customers; use it for demonstration or evaluation tenants.

ICF Generator countries#

The ICF Generator Countries list selects which countries the tenant may use for PDF-to-ICF generation (see The ICF Generator (from a PDF)). A note reminds you that countries picked here stay inert until the ICF Country product is granted.

Finally, click Create Tenant.

Editing a tenant#

Click Edit on the row. The Edit Tenant window lets you change the name, Contact Email, Max Users, the SoA Footnote Index, and the ICF Generator countries. The slug is shown but locked.

The Products window#

Click Products on a row to open Product Access for that tenant. Three switches — Protocol Authoring, ICF Master Generation, ICF Country Generation — and, when ICF Country is on, an Allowed Countries picker grouped by region (Americas, Europe, Asia-Pacific, Middle East & Africa). Click a region name to select or clear the whole group. Click Save Products when done.

Demo data#

Demo data fills a tenant with a realistic study so screens are never empty during a demonstration. The Demo Data column shows where things stand:

  • Nothing shown — never seeded; the row offers Seed demo data.
  • Seeding demo data… — a run is in progress. The page refreshes itself every few seconds until it finishes.
  • Demo data v3 (for example) — seeded successfully, up to date.
  • An amber badge such as "Demo v3 → v4 available" — a newer build of Trelice ships newer demo content; the row offers Update demo data. Updating adds the new content without disturbing what is already there.
  • Demo seed failed — hover over the badge to read the reason, then click Retry demo seed.

Troubleshooting: Seeding needs 14 free user seats for the demo users. If the tenant's limit is too tight, the attempt is refused with a clear message at the top of the page. Raise Max Users with Edit, then try again. Re-running a seed is always safe — it never duplicates content.

Deleting a tenant#

  1. Click Delete on the row.
  2. What you'll see: a confirmation titled Delete this tenant?. It lists exactly what will be permanently removed — users, organizations, and pending invitations; studies, protocols, sections, and approval history; consent forms, visit instructions, and sites; electronic signatures and product settings.
  3. Click Delete Tenant to confirm.

The tenant's audit history is retained even after deletion, as regulation requires — see The audit trail. Everything else is gone for good; this action cannot be undone. When in doubt, deactivate instead of deleting.