How do I edit my organization information?

The organization tab in Organization Settings displays the information used to create the Via Global account.

Admins with permission can edit the following from within the Organization tab in Settings.

1. Organization information
2. Organization description
3. Organization timezone
4. Program Match
5. Allow Travelers to Defer Programs
6. Limit Travelers to Apply to one Program within a Time Frame
   
7. Show Travelers "Request to Withdraw"
8. Allow Sign In / Sign Up Through Via
9. Show Sign In / Sign Up Instructions

Organization information

• Name*
• Public Department Name
• Address
• Organization Description
• Organization Timezone

*indicates fields are not editable. If an Organization needs to edit its Organization Name, reach out to support@via-trm.com

Organization description

Organization description is information that appears at the bottom of all Internal Program brochures created in your organization’s Via Global account. 

To update organization description…

1. Click your photo/silhouette in the upper right corner and select Settings
2. Click the Organization tab
3. Scroll to the Organization Description
4. Type in your desired description (see sample below)
5. Scroll to the top of your page
6. Click Save

Sample Description of Organization:

Organization timezone

Timezone is a field representative of where your organization’s main office is located or where your staff is based. It is an important field in Via Global as it is tied with the following:

• For Travelers, visual indication on program brochures, applications, forms, events, and mailers
• For Admins, visual indication in program settings, on program brochures, application and form templates, applications, forms, mailers, events, and reports
• When an application is open or closed for application creation & submission
• When mailers, like deadline reminders, go out

To update timezone… 

1. Click your photo/silhouette in the upper right corner and select Settings
2. On the Organization tab, scroll to the Organization Settings section
   
3. Click on the dropdown under Timezone and type in or select the desired timezone
4. Scroll to the top of your page
5. Click Save

Program Match

Program Match is one of Via's pre-advising tools that allows admins to collect information from travelers regarding their program preferences. Their responses are then put into an algorithm, and they are matched with programs based on their preferences and priorities.

If toggled on, Travelers are prompted to go through Program Match when they first create their Via Global account and can opt to edit their responses at any time.

To turn on/off Program Match… 

1. Click your photo/silhouette in the upper right corner and select Settings
2. On the Organization tab, scroll to the Organization Settings section
3. For the option Show Program Match to Travelers, toggle the option Off or On, as desired
4. Scroll to the top of your page
5. Click Save

Allow Travelers to Defer Programs

Admins with permission can turn OFF the ability for Travelers to Defer from programs. Toggling this setting to OFF will hide the Defer option completely from the Traveler view. Admins with permission can still change a Traveler's application status to Deferred at any time - even if this setting is turned off.

To toggle Defer on/off… 

1. Click your photo/silhouette in the upper right corner and select Settings
2. On the Organization tab, scroll to the Organization Settings section
3. Change Allow Travelers to Defer to Off or On, as desired
4. Scroll to the top of your page
5. Click Save

Limit Travelers to Apply to one Program within a Time Frame

As an Admin, you can Limit Travelers to start only one application per time frame. Time frame is calculated based on program dates.

Admins will still have the ability to add applications to Travelers, regardless of time frame. (Click here for more information on adding applications to Travelers)

To limit Traveler to Apply to one Program within a Time Frame...

1. Click your photo/silhouette in the upper right corner and select Settings
2. On the Organization tab, scroll to the Organization Settings section
3. Toggle On the setting to Limit Travelers to Apply to one Program within a Time Frame
4. Scroll to the top of your page
5. Click Save

 

Show Travelers "Request to Withdraw"

The Request to Withdraw allows Administrators to restrict Travelers from withdrawing their application in designated statuses.  Travelers will have the option to send a Request to Withdraw to the Program Contact and their Message Recipients

To restrict Travelers from withdrawing from a program term...

1. Click your photo/silhouette in the upper right corner and select Settings
2. On the Organization tab, scroll down to Organization Settings
3. Check the box next to 'Show Travelers Request to Withdraw for the following application statuses...'
4. Select the application statuses for which you do not want Travelers to withdraw themselves. Note if you never want Travelers to self-withdraw, add all application statuses here.
5. If desired, modify the language that will appear to Travelers when they Request to Withdraw
6. Scroll to the top of your page
7. Click Save

 

Allow Sign In / Sign Up

Admins with permission can turn OFF the ability for Travelers to Sign Up and create a Via TRM account within your Organization. This is primarily a feature used by campuses that have Single Sign On turned on. It is very rare that a campus without Single Sign On would want to toggle Sign Up to off as their users would never be able to create an account without an explicit invitation. For Single Sign On campuses that do not want to allow non-University students to create an account, Admins have the ability to turn off Sign Up. Given Sign Up is turned off and Admins want to 'invite' special users to Sign Up, Admins can share the Manual Sign Up link.

To toggle Sign Up on/off… 

1. Click your photo/silhouette in the upper right corner and select Settings
2. On the Organization tab, scroll to the Sign In / Sign Up Settings section
   
3. Change Allow Sign In / Sign Up Through Via to Off or On, as desired
4. Scroll to the top of your page
5. Click Save

 

To share the Manual Sign In / Sign Up link… 

1. Click your photo/silhouette in the upper right corner and select Settings
2. On the Organization  tab, scroll to the Sign In / Sign Up Settings section
   
3. Click the Manual Sign In/Sign Up link to copy the link to clipboard
4. Share link as desired

Show Sign In / Sign Up Instructions 

Administrators with permission have the ability to add customized instructions or messaging when travelers and admins sign up or sign into Via. Once saved, travelers will see a banner at the bottom of your organization's unique login page. Administrators can curate this messaging to meet their institutional needs by using text formatting, hyperlink functionality, and bullet and numbered lists.

To customize instructions or messaging on your login page...

1. Click your photo/silhouette in the upper right corner and select Settings
2. On the Organization  tab, scroll to the Sign In / Sign Up Settings section
3. Toggle the Show Sign In / Sign Up Instructions option to ON
4. Type in your preferred text and format as desired
5. Scroll to the top of your page
6. Click Save