Learn Mokapen

Organizations and access

In Mokapen you always work inside an organization: a dedicated workspace for your team, company, or department. Each organization has its own data, users, settings, and permissions, separate from the others. Your personal account (email and password) can belong to one or more organizations, each with a different role. This guide explains how organizations, access, and data isolation work.

Account, organization, and closed workspace

Key distinction:

• User account — your login identity (email, personal profile, language preferences). One account, valid across all organizations you are connected to.
• Organization — a work environment with its own contacts, tasks, deals, tickets, users, teams, settings, and Premium plan. It is a closed workspace: one organization's data is not visible from another.
• Access — the link between your account and an organization, recorded with a role (Guest, User, Member, Owner…). Without access you cannot enter that organization.

When you are logged in, Mokapen always shows one active organization (session organization). Everything you see — menus, lists, records, reports — belongs to that organization. Switching organizations changes the context completely: it is like moving from one company to another, with independent data and permissions.

One user, multiple organizations

It is normal to have access to multiple organizations at the same time, for example:

• your main company (Owner or Member role);
• a client project where you are Guest or User by invitation;
• a second department or group company with another role;
• a whitelabel or partner environment with dedicated branding.

In each organization you can have a different role: Owner in your company and Guest in a supplier's, for example. Permissions apply only to the active organization, not globally across your account. Learn more in the Roles and permissions guide.

Switching organizations

To move from one organization to another, use the selector at the top of the navigation bar (logo and name of the current organization). The dropdown lists all organizations you have access to: click an entry to enter that workspace.

When you switch organizations:

• menus, data, settings, and the visible Premium plan are updated;
• your role and permissions for that organization are applied;
• you stay in the same area of the app when possible (e.g. you go from Tasks in Org A to Tasks in Org B);
• a confirmation message appears («You have switched to the organization…»).

There is no «all organizations together» view for contacts or tasks: you always work in one organization at a time.

Preferred organization

You can set a preferred organization (default): each time you log in, Mokapen opens that one first. This is useful if you mainly work in one workspace but occasionally use others.

In the organization selector, the preferred organization is marked with a star icon. You can change it from profile or organization settings. If you remove the preferred organization, another one you belong to is suggested.

Invitations and joining an organization

To join an organization you need an invitation from a user with permission (usually User or above) or to create a new organization yourself.

• Email invitation — you receive a link, accept it, and are added with a role assigned by the inviter.
• Invitation link — some organizations share a registerable link (if enabled).
• New organization — from the organization menu, «New organization»: you create an empty workspace and become Owner.

After joining, the organization appears in the selector. Your role determines what you can do there (see the Roles guide). Access can be revoked by an administrator: in that case the organization disappears or becomes unavailable.

Data isolation

Each organization is a closed tenant. This means that:

• contacts, companies, tasks, deals, tickets, and documents created in Org A are not visible in Org B;
• users and teams are listed per organization: a colleague in Org A may not exist in Org B;
• integrations, custom fields, pipelines, and app preferences are configured separately for each org;
• billing and the Premium plan (Free, Small, Medium, Large…) are per organization, not per user account.

Even connections between entities stay within the same workspace: you cannot link a task in Org A to a contact in Org B. This ensures privacy between clients, branches, or separate projects.

Teams and additional permissions

Within each organization there are teams: groups of users (Sales, Support, Management…). In addition to the organization role, permissions can be refined at team level on specific resources or areas.

A Limited User sees only the teams they belong to; a User or above manages teams and members. Teams do not cross organizations: «Sales Team» in Org A is independent from the one in Org B.

Public or private organization

Each organization can be public or private on the Mokapen Network:

• Public — has a page on the Network, useful for being found by potential clients or partners.
• Private — for internal use only; does not appear on the Network. This is the most common choice for closed company workspaces.

Public or private refers to external visibility on the Network, not internal permissions: in both cases data remains accessible only to invited users.

Whitelabel and dedicated domains

Some organizations use whitelabel: customized domain, logo, and communications (e.g. a partner's CRM with their own brand). You remain on a closed workspace like other orgs, but the visual experience and some features may differ. Access and data isolation work the same way.

Access status

In the organization selector, a warning icon indicates suspended or limited access (e.g. incomplete invitation, deactivated organization, quota exceeded). In that case the organization may appear greyed out: contact the Owner or organization administrator to restore access.

Practical examples

• Freelance consultant — Owner of their own org; Guest or User in client orgs where they work on assigned tasks. Switches org from the selector at the start of the day.
• Group with two companies — two separate organizations (Holding Org, Branch Org). Same managers with one account, separate data and billing.
• External supplier — invited as Guest on a project: sees only shared tasks/projects, not the full directory or settings.
• HR and sales — same org, different Member and User roles; HR team and Sales team with department-level visibility.

Frequently asked questions

Q: Do my contacts sync across all organizations?

A: No. Each organization has its own directory. The same account can have different contacts in different orgs.

Q: Can I have different roles in different organizations?

A: Yes. The role is tied to access in each organization, not to your global account.

Q: What happens if I am removed from an organization?

A: You lose access to that workspace and its data. Your account and other organizations remain active.

Q: Do I need to pay Premium for each organization?

A: Yes, the Premium plan is per organization. Different orgs can have different plans (Free, Small, Medium, Large…).

Q: Where can I learn what I can do with my role?

A: In the Roles and permissions guide, with a comparison table and FAQ for Guest, User, Member, Owner, and Admin.