Your Account covers all organisations that you manage in Varmo, for example a parent company and its subsidiaries. Each organisation has its own strictly separated data and its own members. This guide shows how you create, archive and delete organisations, maintain the account and contacts, and cancel the account. It is aimed at Tenant Admins.

Before you start

  • Tenant Admins manage organisations and the account under Administration › Organisations and Administration › Account & contacts.
  • Free and Starter include one active organisation. Several active organisations are included from Pro. Archived organisations do not count.
  • Data is never shared between organisations. Each person belongs to exactly one organisation.

How to create an organisation

  1. Open Administration › Organisations and click Create organisation.
  2. Enter the Name of the organisation.
  3. Under First person, enter a name and email. This person receives the “ISMS manager” role and sets up the ISMS of the new organisation. Choose Create account (with a start password) or Invite by email; if you wish, the person also becomes Tenant Admin.
  4. Click Create organisation.

The new organisation receives the basic setup with asset structure, functional roles and workflows. You define which requirement catalogues it adopts automatically in the Template for new organisations card; existing organisations are not affected by this.

Managing members of other organisations

Under Administration › Members, Tenant Admins choose the Organisation at the top if the account has several. This is how you invite or remove people. Functional roles in the other organisation are assigned by its ISMS manager. You cannot see the ISMS content of another organisation; that requires access in that organisation. See Inviting members and managing access.

Archiving, reactivating, deleting

  • Archive: the members can no longer sign in; all data is kept. You record a reason, for example “Subsidiary sold”. With Reactivate, the members can sign in again; this requires your plan to have room for another active organisation.
  • Schedule for deletion: the members can no longer sign in. After the deletion period, the organisation, all its data and its members' sign-ins are permanently deleted. To confirm, you enter the name of the organisation. Until then, you can undo this with Cancel deletion.

You set the deletion period under Administration › Account & contacts in the Account card, between 30 and 365 days (30 by default). There you can also change the Account name.

Contacts and retention

  • In the Contacts card, you record contact persons for Invoices, Data protection advisor, Security and Technical. To remove a contact, clear the name.
  • In the Retention card, you define how long Varmo keeps the sign-ins. After that, they are deleted every night. The change log is kept as long as the organisation exists.

How to cancel the account

  1. Open Administration › Account & contacts and, in the Cancellation card, click Cancel account.
  2. Read the consequences. The cancellation applies to all organisations of the account and cannot be withdrawn.
  3. Optionally state why you are cancelling, and tick the confirmation box.
  4. Click Cancel account.

What happens next

  • The subscription ends with the current billing interval, or, without a paid term, at the end of the current month. Until then, you continue to work as normal; no further invoice or charge follows.
  • All Tenant Admins receive a confirmation by email. The Cancellation card shows the end of the subscription and the date of the permanent deletion.
  • Creating, archiving, reactivating and deleting organisations as well as changes to the account are recorded in the administration log.

Frequently asked questions

Can I switch back and forth between organisations?

No. Each person belongs to exactly one organisation. As Tenant Admin, you manage the members of all organisations of the account, but you only work in the ISMS of your own organisation.

We are switching to a plan with only one organisation.

Archive the other organisations beforehand. The data is kept, and after switching to a plan with several organisations, you can reactivate them. See Managing your plan and invoices.

Can I withdraw a cancellation?

No, a cancellation cannot be withdrawn. However, you continue to work as normal until the subscription ends.