CACFP & SFSP - Organizations - Adding, Enabling, Deactivating, License Tracking

Below you will find detailed information on how to manage the Organization administration of your CACFP/SFSP programs. 

This article covers the following topics: 

• How do I add an Organization?
• How do I enable CACFP/SFSP for a new Organization?
• How do I edit or deactivate an Organization?
• License Tracking

How do I add an Organization?

To add an agency to your network you will have to have the role of Network Administrator

1. Click on the Administration heading.
2. Click on Organizations.
3. Click on the + New Agency button.

You will then be taken to the Details page. On the details page, you will be asked to enter the following information listed below: 

• Name: name of the organization.
• Short name: abbreviated name that would show up on reports.
• Default language: the language that organization should see.
• Default Time Zone: the time zone the organization is in.
• Organization Tags: Organization tags give networks the ability to tag agencies with a custom tag created by the network that you can then report on. Tags can be added in a similar way to any list item. You can find Organization Tags under the Lists section.
• Address: Line 1, Line 2, City, Province/State, Postal/Zip Code, Country: the organization's address.
• Optional Fields: Phone, Fax, Email, Website.
• Contact Details: It's optional to add a main contact for the agency. This would include their name, position, and the option to add an email address and phone number.

Contact Details is NOT the same section as where you would be adding a user. This does not count as adding a user's profile.

How do I enable CACFP/SFSP for a new Organization?

To enable the CACFP/SFSP application for a new Organization please follow these steps: 

1. Select Administration on the left-hand side of the screen. 
2. Select Organizations. 
3. The Organizations list includes additional columns where you can see the programs enabled for each site. 
4. Users with the Network Manager and/or Network Administrator role(s) can see this grid to enable CACFP/SFSP programs themselves. 
5. After adding a new organization: 
   • Go to the Organizations page. 
   • Check off the program you would like to add to the new agency. 
   • Save your changes. 
   • The CACFP/SFSP application will automatically be enabled once you save adding a program to the new site.
6. The green and red All buttons at the top of each page also make it easy to bulk enable and bulk disable programs from certain sites. 
7. Click on Save Changes to confirm your changes. 

How do I edit or deactivate an Organization?

How do I edit an Organization?

1. Click on the Administration heading. Click on Organizations.
2. Scroll through the organizations in the table or type their name into the search box.
3. When you have located the organization that needs to be edited, click on the Edit (pencil) icon in the far right column of the table.
4. Edit the required fields and click on Save Changes or Save & Next to edit another section.

How do I deactivate an Organization?

1. Click on the Administration heading. Click on Organizations.
2. Click on the Active button in the Status column. It will change to Inactive.
3. Click Save Changes at the top of the page to confirm the changes.

License Tracking

Your CACFP/SFSP licenses will be tracked within the system.

Example A

• You have 5 School Year and 5 Summer licenses.
• You are tracking 5 School Year and 4 Summer licenses.
• The system will only let you enable another site for Summer.
• You will NOT be permitted to enable another School Year program.

Example B

• You have 1 School Year and 1 Summer license.
• If one site has both school year and summer enabled, that counts as 2 licenses.
• You will not be able to enable a new site for either School Year or Summer.

It is important to uncheck your school year and summer programs in the Agency Settings if the site is not actively using it. You do not need to deactivate the organization.

If you try to enable a program that would cause you to go over your limit (Participants Module for School Year, Anonymous Module for Summer), you will be notified that this exceeds your limit. You should then reach out to your Account Manager.

Deactivated Sites

See How do I edit or deactivate an Organization?

This should ONLY be done if the site is no longer active at all. When deactivating a site, remember to uncheck its Summer and/or School Year program. This will open up a license slot for another site.

How Many Licenses Are Currently in Use?

The fastest way to know how many licenses are being used is to check the bottom of your organization grid. If you go to Administration > Organizations, there's a red banner at the bottom of the table summarizing the total School Year and Summer licenses in use.