Running your organization on Zakatable

Who does what

The organization portal lives at app.zakatable.org/admin.

Register your organization

Registration happens on the public "Register Your Organization" page. You can enter your organization's website and click Look Up to auto-fill details, or choose No website — Enter details manually. Your progress is saved for 24 hours if you need to come back.

The wizard has eight steps:

1. Basic Info — organization name, a URL slug (checked live for availability), organization type, EIN, and a description. No US EIN (foreign or informal group)? Tick the checkbox — you'll be verified manually.
2. Your Info — details of the representative signing up. You become the organization's admin, and your email receives the verification email and login credentials.
3. Verify Email — click Send code, enter the 6-digit code from your email, click Verify. Required to continue.
4. Verify Phone — same code process, but optional (Skip for now is available).
5. Contact — organization email, phone, website, and location. City and state are required — your address determines which assistance requests are routed to you.
6. Services — check the Financial Assistance and Non-Financial Services you offer.
7. Eligibility — your service-area radius (default 50 miles), income and family-size limits, and citizenship/faith requirements.
8. Review — confirm everything, tick the accuracy certification and the Terms/Privacy consent, then click Submit Registration.

After you submit

1. Check your email for the verification link and login credentials.
2. Zakatable automatically screens your EIN against IRS Pub 78 and the OFAC sanctions list.
3. Our team reviews your registration, typically within 2–3 business days (we may contact you for more information).
4. Once approved, requests start routing to you and you can pledge funds.

Sign in

1. Go to the organization portal — you'll see the Zakatable Admin card.
2. Click Sign in with Zakatable — you're taken to Zakatable's secure sign-in page.
3. Enter your email and password (use Forgot password? there if needed).

Only staff accounts (Org Admin, Reviewer, Case Manager) can use the organization portal — assistance applicants use the community portal instead.

Find your way around

Navigation is the icon rail on the left — hover an icon for its name; clicking opens a panel of related pages. What you see depends on your role and your subscription plan. The main areas:

Set up your organization

Open My organization. The page has four sections — Overview · Configure · Reports · Team. Start with the Getting Started checklist on the Overview tab:

1. Set a geocoded service address — Configure → Organization Profile → Location. Type your address in Search Address and pick the match. Without a geocoded address, no requests can route to you.
2. Configure approval rules — Configure → Approval Rules (below).
3. Invite a reviewer or approver — Team tab (step 5).
4. Set a monthly budget — Configure → Budget (step 9).
5. Choose a subscription plan — before your trial ends (step 10).

Organization Profile

Edit your name, description, contact info, Service Area Radius, and Eligibility Criteria (max monthly income, max family size, citizenship/faith toggles, auto-approve Zakat al-Fitr, volunteer background-check requirement). You can also upload your logo (image under 2 MB). Org Admins can edit; Reviewers see it read-only.

Approval Rules

Rules are conditions an application must meet before Approve unlocks (e.g., "income below our threshold", "lives within our service ZIP codes"). On the Approval Rules tab:

• Templates — quick-start rules you can adapt. The easiest way to begin.
• Suggest from history — AI suggests rules based on your past decisions.
• Add rule — build one from scratch with the visual Conditions builder (Field → Operator → Value, combined with AND/OR). A live "Reads as:" line shows your rule in plain English before you save.

Invite and manage team members

Go to My organization → Team.

Invite someone

1. Click Add Member.
2. In the Invite Team Member dialog, enter their email address and pick a role (Admin, Reviewer, or Case Manager).
3. Click Send Invite.

The invitee receives an email with a magic link to set their password — no temporary passwords. Their row shows Invited until they complete setup (use the mail icon to Resend Invite if needed).

Manage existing members

From each row's actions: Change Role (members can hold multiple roles, e.g. Admin + Reviewer; changes take effect on their next sign-in), Reactivate (for members suspended by inactivity), Renew recertification (annual), and Remove Member.

Work the Review Queue

Open Applications → Review queue. Requests from applicants in your service area land here, in four tabs:

Each row shows the application number, amount requested, urgency, asnaf category, distance, and an SLA indicator — rows turn amber (Due soon) then red (SLA breached) as the response deadline approaches. Phone-intake cases carry a "Callback ASAP" chip.

Click a row to open the full application before deciding — you'll see the applicant's situation, documents, and history. For a new case:

• Accept — claims the case for your organization and opens the application page to start working it.
• Decline — opens the Decline Case dialog; a reason is required.
• Pledge funds ($X remaining) — appears instead when another organization is already working the case but it isn't fully funded; you can contribute toward the remainder.

Review, assess, and approve an application

Open any application. The page has three tabs — Overview, Assessment, Disbursements — and the Overview tab is anchored by a four-step flow stepper that always tells you what to do next.

① Accept

Claim the case (if you haven't already from the queue).

② Assess

Click Open the Assessment editor. On the Assessment tab, the Case Manager records findings, logs applicant contact, and adds notes. Saving your work advances the case automatically; when the assessment is ready, use Publish Assessment to move it forward.

Need to talk to the applicant first?

• Request Interview — fill in the dialog (type, in-person or virtual, date/time, location or meeting link) and click Send Interview Request. The applicant accepts, declines, or proposes another time from their portal.
• Messages — start a conversation tied to this application (Start New Conversation).

③ Review & Approve

• Approve → the "Approve and pledge" dialog shows Requested / Already pledged / Remaining. Enter your Pledge amount (USD) (up to the remaining amount) and click Approve & Pledge. If your pledge covers only part of the need, Zakatable automatically re-routes the remainder to other nearby organizations.
• Decline → provide a decline reason (required).

④ Notify

Use Send a message to tell the applicant the outcome and coordinate next steps. (They're also notified automatically.)

Disburse funds

After approving and pledging, record the actual payment. Two places:

On the application — Disbursements tab

Shows the funding summary (Requested / Pledged / Disbursed / Remaining). Click Initiate Disbursement, choose the payment method (Zelle, Stripe, check, wire, …), enter the amount and an optional external reference. As the payment progresses, use the row actions: Complete, Fail, or Reverse.

Org-wide — Disbursements page (Org Admin)

The Disbursements page shows every pending payment across all your cases, with tabs Queue · In Progress · Completed · Failed · All and an ACH Batch action for batching.

For Zelle payments, the Send Disbursement dialog walks you through it step by step: copy the recipient's Zelle phone/email, copy the amount, copy the reference (the application number), send the payment in your banking app, then enter the confirmation code and click Send & Confirm.

Set a monthly budget

Go to My organization → Configure → Budget. Click Set Budget and enter your Budget Amount (USD) for the month. The card then tracks Monthly Budget / Used This Month / Remaining with a progress bar, and a Previous Months table shows history.

Manage your subscription

Go to Analytics → My subscription (Org Admin only).

• Your new organization starts on a 30-day PRO trial. A banner on My Organization counts down and links here via Choose a plan — after the trial ends, your organization becomes read-only until you pick a plan.
• The page shows your current plan and usage, a Monthly/Annual toggle (annual shows savings), pricing cards for each tier, and a feature-comparison table — see Pricing for the full breakdown.
• Click Upgrade on a plan → confirm → complete payment through Stripe Checkout. Downgrading to Free applies immediately with no checkout.
• Add-ons (like AI Phone Assistance) and your Billing History are on the same page.

Some menu items (Events, Volunteers, Fraud detection, Grant research, AI features) only appear on plans that include them.

An application's life

If your pledge covers part of the amount, the rest is automatically offered to other organizations — several organizations can fund one case together.