Organizations

Organizations represent groups that run volunteering programs. Each organization has its own members, events, and teams.

Roles

Role	Capabilities
Admin	Full control: add and remove members, manage roles, edit the organization, create and manage events
Coordinator	Create and manage events: registrations, teams, shifts and timesheets; view the member list

Everyone else is a volunteer: they register for an organization's events but aren't part of it.

A person can be part of only one organization, as an admin or a coordinator.

Creating an organization

1. Switch to Organizing mode using the switch in the header. If you're not part of an organization yet, you'll land on a page with a Create an organization button.
2. Fill in the name, type, description, and (optionally) a logo — a PNG or JPEG image up to 5 MB.
3. You are automatically added as the Admin of the new organization.

You can only create an organization if you aren't part of one yet. If you already are, the create page links to your organization instead, and switching to Organizing mode takes you straight to it.

Adding members

As an admin, go to Organizations → [Name] → Members → Add member:

1. Enter the email address of the person. They must already have a Zelo account.
2. Select their role (Admin or Coordinator).
3. Click Add member. They join the organization right away and see it in Organizing mode.

There are no email invitations yet. If the person doesn't have an account, ask them to sign up first. Someone who already belongs to another organization can't be added: they have to leave it (be removed by its admins) first.

Managing existing members

As an admin, go to Organizations → [Name] → Members to:

• Change a member's role
• Remove a member from the organization

An organization always keeps at least one admin, so its only admin can't be demoted or removed. Promote someone else to Admin first.

Coordinators can open the Members tab too, but only to see who is in the organization.

General

As an admin, go to Organizations → [Name] → General to update the organization's logo, name, type, description, contact details, and — for legal entities (NGOs, companies, public institutions) — the legal representative and the National Register Number (Registrul Național al Persoanelor Juridice Fără Scop Patrimonial entry ID, e.g. 1234/A/2020). When set, this number is automatically printed in the header section of every generated PDF.

Informal groups and other non-registered structures don't see the legal details section, since it doesn't apply to them.

Legal branding

As an admin, go to Organizations → [Name] → Legal Branding to upload a signature — a transparent-background PNG of the legal representative's signature.

Once uploaded, it is automatically embedded in every PDF the platform generates for your organization (volunteer contracts, job descriptions, certificates, and evaluation sheets), replacing the blank Semnătură: ___ line in the signature block.

You can replace or remove the signature at any time without affecting previously issued documents — certificates are frozen at issuance.

Who can register for events?

Only people who are not members of an organization can register for its volunteer events. If you are already an admin or coordinator of an organization, you participate in its events through the internal team structure — not through the public registration flow.

Teams

Organizations can group members into teams for specific events. See Events for how teams are assigned to event roles.