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SStandShare

Configure your organization settings

Admin

This guide shows Admins how to access and manage the system-wide configuration settings in StandShare, including organization details, financial parameters, security policies, and notification defaults.

Access Settings​

  1. Sign in with an Admin account.
  2. Navigate to Settings from the main sidebar.
  3. The Settings page has multiple tabs along the left side:
    • Account -- Personal account settings (available to all users).
    • Notifications -- Email notification preferences (available to all users).
    • Security -- Password and two-factor authentication settings (available to all users).
    • System -- Organization-wide configuration (Admin only).

The System tab is only visible to users with Admin permissions.

Configure Organization Details​

In the System tab, the organization section allows you to set:

  1. Organization Name -- The name displayed throughout the platform.
  2. Contact Email -- The primary email address for organizational communications.
  3. Season Start/End Dates -- Defines the active season for reporting and dashboard metrics.

Update any field and click Save to apply changes.

Set Financial Parameters​

The Fund Configuration section in the System tab controls the default fund deduction percentages:

General Fund Percentage​

  1. Find the General Fund Percentage field.
  2. Enter the percentage to deduct from event commissions (e.g., 6 for 6%).
  3. The field accepts values between 0 and 100, with 0.5% increments.

Board Fund Percentage​

  1. Find the Board Fund Percentage field.
  2. Enter the percentage to deduct from event commissions (e.g., 3 for 3%).

An example calculation is shown below the fields to illustrate the impact. For instance, with a 6% General Fund and 3% Board Fund rate, a $100 event commission would net $91.00 to the family account.

  1. Click Save Fund Settings to apply.
warning

Changing fund percentages affects all future settlements. Events that have already been settled are not retroactively changed. If you need to adjust a past settlement, reverse and re-settle the event with the updated settings.

tip

Communicate fund percentage changes to families and coordinators via an announcement before they take effect. Unexpected changes to payout amounts can cause confusion.

Manage Security Policies​

The Security tab (available to all users for their own account) includes:

Change Password​

  1. Navigate to Settings > Security.
  2. Enter your Current Password.
  3. Enter your New Password (minimum 8 characters).
  4. Enter the new password again in the Confirm New Password field.
  5. Click Change Password.

Two-Factor Authentication (2FA)​

  1. Navigate to Settings > Security.
  2. Click Enable 2FA.
  3. Follow the setup instructions (scan QR code with an authenticator app).
  4. Enter the verification code to confirm.
tip

Admins should enable 2FA on their accounts to protect against unauthorized access to sensitive financial and user data.

Configure Notification Defaults​

The Notifications tab lets you control which email notifications are sent. These settings apply to your own account:

NotificationDescription
All Email NotificationsMaster toggle for all email communications.
Scholarship UpdatesNotifications about scholarship requests and approvals.
Document RemindersReminders for missing or expiring compliance documents.
Event AssignmentsNotifications when you are assigned to work an event.
Monthly StatementsMonthly account balance summaries.

To change notification settings:

  1. Navigate to Settings > Notifications.
  2. Toggle each notification type on or off.
  3. Click Save Preferences.

The System tab also provides quick links to common admin functions:

LinkDescription
Document ManagementReview and classify uploaded family documents.
Role ManagementCreate and edit user roles and permissions.
OrganizationsManage organization settings and vendor list.
Document RequirementsConfigure which documents are required and their expiration policies.

Click any link to navigate directly to that management page.

Best Practices​

  • Review settings at the start of each season. Ensure fund percentages, document requirements, and notification defaults are correct before events begin.
  • Document changes. When you change financial parameters, record the change date and reason for audit purposes.
  • Test notification settings. After changing notification defaults, verify they work by triggering a test event (e.g., assigning yourself to an event to confirm the assignment notification).

Next Steps​