Overview

TeamSideline supports a multi-organization (parent/child) structure that allows one organization — the Parent — to oversee and share data with one or more subordinate organizations — the Children. This article walks through the steps required to establish the parent/child relationship and configure optional shared features such as communication, workflow approval, and custom sections.

Prerequisites

• Both the parent organization and each child organization must already exist as separate TeamSideline sites, each with its own Org ID.
• Confirm the parent organization already has the Multi-Org Registration and Workflow modules enabled

Step 1 — Add Multi-Org Registration and Workflow Modules to the Child Organization

The child organization must have the required modules enabled before it can be linked to a parent organization or participate in workflow sharing.:

1. From Sys Admin, Go to Configure > Organizations.
2. Open the Child Organization.
3. Navigate to Modules & Functionalities.
4. Add the following modules:
   • Multi-Org Registration
   • Workflow

Step 2 — Add Organizations to the Mail Merge Library

Before organizations can be linked through Associated Organizations, they must exist in the appropriate Mail Merge Library.

1. Go to Configure > Manage Mail Merge Libraries.
2. Open the appropriate library.
3. Click Add Organization.
4. Search for and select the organization.
5. Save.

Repeat for the parent organization and each child organization that is not already listed.

Step 3 — Add Child Organizations to the Parent Site

Once the organizations are available in the Mail Merge Library, add the child organizations to the parent site.

1. Go to the Parent organization's site
2. Go to Administration > Associated Organizations.
3. Click Add Organization.
4. Search for and select the child organization.
5. Click Save.

Repeat for each child organization that needs to be linked.

Step 4 — Verify the Parent/Child Relationship

Confirm the relationship was successfully created.

1. Go to the Child organization's site
2. Go to Administration > Associated Organizations.
3. Confirm the parent organization appears under Shared Organization.

Step 5 — Enable Workflow Sharing from Parent to Child

Workflow sharing allows parent workflows to be used with child organizations.

Note: Confirm Workflow module is enabled before starting this setup.

1. Go to the Child organization's Admin site
2. Go to Administration > Associated Organizations.
3. Under Shared Organization, click the pencil (Edit) icon next to the parent organization.
4. Set Enable Workflow Sharing to Yes.
5. Click Save.

Note: Enable Email/Text Sharing is also available on this page, but Admins will be the ones to opt in for that.

Assign Workflow to Child Programs

1. Go to Programs > Manage Programs.
2. Open the desired program.
3. Go to the 1 Setup tab.
4. Select the appropriate workflow in the Workflow field.
5. Click Save.

Step 6 — Configure Custom Sections/Enrollment Fields for Child Organizations

Parent organizations usually have certain data they want to collect either via Enrollment Fields or Custom Fields

Each Parent Organization is different, click here for a list of Parent Orgs and their specific set ups.

See How to Set Up Custom Sections for Child Organizations for detailed instructions.

See How to Set Up Enrollment Fields for Child Organizations for detailed instructions.

Step 7 — Link Custom Fields and Enrollment Items Between Parent and Child (Workflow only)

If the Parent/Child organization is using Workflow, any custom fields or enrollment items added in Step 6 need to be linked between the parent and child so Workflow can map data between them correctly. 

1. Go to Process > Manage Field Links 
2. Set Field Type to the type of field being linked (e.g., Enrollment Item).
3. Select the Parent Organization and Child Organization. Note: both organizations must already be added to the same Mail Merge Library (Step 2) — otherwise they won't appear in these dropdowns.
4. For each Parent Field listed, use the dropdown to select the matching Child Field.
5. Repeat for any other field types (e.g., Custom Field) that need linking.

This isn't a one-time setup — repeat this step any time a new custom section or enrollment item is added to the child's program going forward.

Step 8 (Optional)  — Grant the Parent Site Admin Access to the Child Site

If the parent organization's site admin wants to log directly into a child site to view workflow details, they need to be added as a user on that child site. 

1. Go to the child organization's Admin site
2. Go to Users > Manage Users
3. Add the parent site admin as a new user, using their existing email/login.
4. Click Save.

Related existing articles:

• Understanding Large Parent/Child Organizations — Explains org structure types conceptually; does not walk through setup steps. This draft is still needed as the procedural how-to companion to that conceptual article.
• Setting Up a Parent Site to Communicate with Child Sites via the Communication Module — Covers communication setup only. This draft consolidates that into a broader end-to-end setup guide.
• Site Set Up – Workflow for Child Sites — Covers workflow linking only. Incorporated into Step 4 of this draft.
• How to set up Custom Sections for Child Organizations — Referenced in Step 5; covers a distinct sub-topic.