---
title: "Managing customer organizations | Trelice User Guide"
description: "Create a customer organization, grant products, set user limits, and load demo data."
canonical_url: "https://www.trelice.com/docs/managing-tenants-and-demo-data"
---

# Managing customer organizations

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](/docs/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](/docs/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)](/docs/icf-generator)). 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](/docs/audit-trail). Everything else is gone for good; this action cannot be undone. When in doubt, deactivate instead of deleting.