Owner Setup and Subscription

This manual is for organization owners in Contact Ground.

It focuses on:

1. Setting up a new organization
2. Activating and managing subscription billing
3. Handing day-to-day administration to admins

Detailed daily administration steps live in: docs/users/administration/ADMINISTRATION.md

1. Owner Scope

Owners are responsible for:

1. Creating and launching new organizations
2. Managing subscription and billing commitment
3. Assigning trusted admin coverage
4. Setting governance expectations

Owners usually do not need to run daily member/resource administration once admins are in place.

2. New Organization Setup (Owner Workflow)

Go to Organization and complete this setup sequence.

2.1 Organization identity

Set:

1. Organization Name
2. Home base (ICAO Airport ID)
3. Organization Logo (recommended)

Tip: Use your real operating home base and a clean logo so member-facing materials are consistent.

2.2 Initial operating configuration

Choose baseline settings for:

1. Flight Operations Mode (Manual, Automatic, or Off)
2. Enable Invoicing (if your org is ready to bill in-platform)
3. Invoicing Mode (Manual Invoicing or QuickBooks Integration)
4. Key policy toggles (invitations, availability, reminders, scheduling, messaging)

If your team is still onboarding, start simple and add optional features after launch.

2.3 Assign initial team roles

Use Invite to add your initial team:

1. At least one additional Admin
2. Operations coverage
3. Accounting coverage
4. Instructor roles (CFI/CFII/DPE) as needed

You can assign multiple roles in one invitation when someone needs combined responsibilities. Example: an instructor who also handles billing can be invited with both CFI and Accounting.

Goal: Avoid a single-person dependency on the owner account.

2.4 Create initial resources

Use Resource to add active aircraft/equipment with:

1. Correct current hours
2. Correct status
3. Initial rate and scheduling settings

Your admin team can maintain these records after launch.

3. Subscription Setup and Management

Go to Subscription to manage plan quantities.

3.1 How subscription quantity works

The subscription is based on resource count:

1. Select number of resources to subscribe for
2. Review monthly total
3. Continue to payment

Member seats are included without additional per-member billing in the current subscription page.

3.2 Updating subscription later

You can return to Subscription at any time to:

1. Increase or adjust subscribed resource quantity
2. Review subscribed quantities vs current usage
3. Confirm billing impact before submitting changes

3.3 Subscription cancellation

From Subscription, owners can:

1. Open cancellation flow
2. Confirm cancellation

Cancellation is processed for end-of-period access (not immediate lockout), and the end date is shown after confirmation.

4. Recommended Launch Sequence (First Week)

1. Complete organization setup and save settings.
2. Activate subscription at correct resource quantity.
3. Invite admin/operations/accounting roles.
4. Add all active resources.
5. Validate one full scheduling + flight ops + invoicing cycle.
6. Hand daily administration to admins.

5. Owner Governance Checklist (Monthly/Quarterly)

1. Confirm subscription still matches active resource count.
2. Confirm at least two trusted people have admin-level access.
3. Review major setting changes with admins (operations, invoicing, messaging).
4. Review risks or unresolved issues escalated by operations/accounting.

6. Handoff to Admins

For day-to-day usage, configuration details, and operational procedures, use: docs/users/administration/ADMINISTRATION.md

That manual covers:

1. Inviting members and role management
2. Resource setup and status usage
3. Organization option meanings and practical guidance
4. Ongoing admin operating rhythm

7. Related Manuals

1. Administration manual: docs/users/administration/ADMINISTRATION.md
2. Manual invoicing: docs/users/accounting/ACCOUNTING_INVOICING_PLAYBOOK.md
3. QuickBooks invoicing: docs/users/accounting/ACCOUNTING_INVOICING_PLAYBOOK_QUICKBOOKS.md
4. Flight operations: docs/users/operations/FLIGHT_OPERATIONS.md
5. Maintenance: docs/users/operations/MAINTENANCE.md
6. Instructor guidance: docs/users/instructors/INSTRUCTOR_AVAILABILITY_AND_RATES.md