Multi-tenant & switching organizations

Koolay is a multi-tenant platform: one user account can belong to many nonprofits, and you switch between them with the dropdown at the top of the admin panel.

What a "tenant" is

A tenant is a single nonprofit's workspace — its own donors, donations, members, events, content, and team. Tenants are completely isolated from each other; data never bleeds across.

When you'd have more than one tenant

• Fiscal sponsorship: a parent org sponsoring smaller projects, each as its own tenant.
• Multi-chapter organizations: regional chapters of a national nonprofit, each with their own donors and events.
• Consultants: a grant writer or operations consultant working for several clients simultaneously.

Switching tenants

The current tenant name is shown at the top of every admin page next to a small chevron. Click it to open the tenant switcher:

• Recently used tenants appear at the top.
• A search box lets you filter by name when you have many.
• Selecting a tenant reloads the panel into that tenant's context.

The breadcrumb (TENANT NAME › Section) always tells you which tenant you're working in — handy when you have several open in different browser tabs.

Permissions across tenants

Your role can be different per tenant. You might be OWNER of your own org and VIEWER of a peer's that you're consulting on. The sidebar adjusts to your permission level — features you don't have access to are hidden, not just disabled.

Organizations (cross-tenant grouping)

For multi-chapter or holding-company setups, tenants can be grouped under an Organization. This unlocks:

• Cross-tenant projects in the Project Management Hub.
• A unified team roster (you invite a person once, they get access across all org tenants).
• Aggregated reports.

You'll find this at Account → Organization. Joining or merging organizations requires platform approval — submit the request and a Koolay admin reviews it.

Closing a tenant

To close a tenant entirely, contact hello@koolay.com — we will export all data on request and confirm before deletion.