Company Management

Overview

Companies provide organizational structure for managing multiple clients, tenants, or business entities within a single LEXOH installation. Each company can have its own customers, access cards, vehicles, and operational settings.

Key Features:

• Multi-Tenant Support: Manage multiple organizations in one system
• Data Segregation: Keep company data separate and organized
• Client Management: Track clients, customers, and their activities by company
• Status Control: Activate or deactivate companies as needed
• Simple Structure: Minimal configuration for quick setup

Viewing Companies

Access the companies list from Settings → Companies. The table displays all configured companies with their key information.

Company List Columns

• Name: Company name or identifier
• Description: Optional details about the company
• Status: Active (green) or Inactive (red) indicator
• Creation Date: When the company was added to the system
• Actions: Edit and delete options

Search Functionality

Use the search bar to quickly find companies by name or description. Results filter in real-time as you type, making it easy to locate specific companies in large installations.

List Management

• Refresh: Click the refresh button to reload the company list
• Add Company: Blue button in the top right to create new companies
• Sorting: Click column headers to sort by name or creation date

Creating Companies

Click the "Add Company" button in the top right corner to create a new company record.

Required Information

• Name: Company name (required field)
• Description: Optional additional information
• Status: Active or Inactive (defaults to Active)

Step-by-Step Creation

1. Click the "Add Company" button
2. Enter the company name in the Name field
3. Optionally add a description with details about the company
4. Set the status to Active (or Inactive if not ready to use)
5. Click "Add" to save the company
6. The new company appears in the list immediately

Quick Setup

Companies are designed for quick setup with minimal required information. You only need a name to create a company - all other fields are optional. This allows you to:

• Create company records quickly during initial system setup
• Add companies on-the-fly when onboarding new clients
• Update descriptions and details later as needed

Company Configuration

Configure company properties to organize and identify your client organizations.

Name

The company name is the primary identifier used throughout the system. Choose clear, recognizable names that make sense to your staff and appear professional in reports.

Naming Examples:

• Building Names: "Tower A", "Main Office Building", "West Campus"
• Client Names: "ABC Corporation", "Smith Properties", "Downtown Mall"
• Location Names: "123 Main Street", "Airport Complex", "Harbor District"
• Internal Names: "Property Management Division", "Residential Services"

Description

The description field provides space for additional context about the company. Use this field to document:

• Contact information for the company
• Physical address or location details
• Contract information or client ID numbers
• Special notes about service requirements
• Account manager or primary contact
• Billing information or payment terms

The description field supports multiple lines, allowing you to format information clearly for easy reference.

Status

Control whether the company is active or inactive in the system:

• Active: Company is operational and can be assigned to customers and access cards
• Inactive: Company is disabled; useful for:
  • Terminated contracts or closed accounts
  • Seasonal operations during off-season
  • Companies being set up but not ready for use
  • Historical records you want to preserve but not actively use

Managing Companies

Maintain and update company records as your business needs change.

Editing Companies

1. Locate the company in the list
2. Click the edit icon (pencil) in the Actions column
3. Update any fields as needed
4. Click "Save" to apply changes

Common reasons to edit a company:

• Company name change or rebranding
• Update contact information in description
• Change status to Active/Inactive
• Add additional notes or documentation

Deleting Companies

Click the delete icon (trash can) to remove a company from the system. A confirmation dialog will appear to prevent accidental deletion.

Bulk Management

For large-scale operations with many companies:

• Use the search function to filter companies before making changes
• Create companies in batches during initial setup
• Export company data for backup or analysis
• Review inactive companies periodically for cleanup

Use Cases

Discover how different organizations use companies to structure their LEXOH installation.

Multi-Building Property Management

Service Provider Client Tracking

University Campus Departments

Residential Complex Buildings

Best Practices

Follow these guidelines for effective company management and data organization.

Naming Conventions

• ✅ Use consistent, clear naming patterns across all companies
• ✅ Include location or building numbers if managing multiple sites
• ✅ Keep names concise but descriptive (avoid excessive abbreviations)
• ✅ Use proper capitalization and avoid all caps or all lowercase
• ✅ Consider alphabetical or numerical prefixes for easy sorting

Organization Strategy

• ✅ Plan your company structure before creating records
• ✅ Document your organizational logic (by building, by client, by department, etc.)
• ✅ Keep the structure simple - avoid over-complicating with too many companies
• ✅ Use descriptions to add context that doesn't fit in the name
• ✅ Review and clean up company list quarterly

Data Management

• ✅ Create companies before adding customers to ensure proper assignment
• ✅ Set status to Inactive rather than deleting to preserve history
• ✅ Keep contact information in descriptions up to date
• ✅ Use search function to verify a company doesn't already exist before creating duplicates
• ✅ Back up company data regularly as part of your system backup routine

Common Mistakes to Avoid

• ❌ Creating too many companies - leads to confusion and management overhead
• ❌ Using inconsistent naming conventions - makes searching difficult
• ❌ Leaving descriptions blank - missing opportunity to document important information
• ❌ Creating duplicate companies with slightly different names
• ❌ Deleting companies instead of deactivating them - loses historical context
• ❌ Not planning the company structure before setup - causes reorganization work later

Maintenance Schedule

Establish a regular maintenance routine:

• Weekly: Review new company additions for naming consistency
• Monthly: Check for companies that should be deactivated
• Quarterly: Review all companies, update descriptions, verify contact information
• Annually: Archive or delete companies that are no longer relevant