Organizations

An organization is a specialized user account with a group attached to it. The user-account side gives the organization its own login, an independent game collection, BGG sync, and the ability to purchase premium features. The attached group provides the community layer: members, roles, events, and discussions. On their own, groups are independent community spaces that don't come bundled with a user account — so they don't have a collection, BGG sync, or premium features.

ℹ️ Organization accounts can't participate in plays. Because an organization account is a host, not a player, it cannot be logged as a player in plays, appear in a live session's player list, or take a seat in a scheduled game. Plays and scheduled-game participation are for personal user accounts only. The real people behind the organization still play normally from their own personal accounts.

What's the Difference Between Groups & Organizations?

Choose a Group if you're coordinating friends or a casual club and don't need a collection, dedicated login, or premium features. Choose an Organization if you run a store, convention, publisher, or serious club that needs everything a group offers plus its own collection and access to professional tools.

Creating an Organization

Option 1: From a User Account

You can turn a user account into an organization either by registering a brand-new account and flipping it into an organization during onboarding, or by converting an existing personal account you already have.

Register a New User and Set It Up as an Organization

The recommended path when you don't already have a suitable account: register a fresh user specifically for the organization and use the onboarding shortcut to configure it as one from day one.

1. Sign up as a new user with the email and password you want for the organization
2. During onboarding, look for the prompt "Are you a club, store, publisher, or association?" and tap Set up an organization account
3. Fill in the group creation form that follows — pick the name, bio, and avatar for the organization
4. Finish onboarding

The brand-new account is configured as an organization from the start, with no personal-use phase in between.

Convert Your Existing Personal Account

This flips your current account from a personal account to an organization account in place. Your login credentials (email and password) stay exactly as they are, along with all the plays, stats, friends, and collection already tied to the account. The organization's public identity — name, bio, avatar — is set fresh in the group creation form that appears during conversion, so you're not stuck carrying your personal profile details over as the org's branding.

1. Go to your Profile → Edit Profile
2. Scroll down and tap Convert into Organization
3. Fill in the group creation form (name, bio, avatar, etc.) — this becomes the organization's public face
4. Confirm the conversion

⚠️ Generally not advisable for active personal accounts. Even though you can rename and rebrand in the creation form, everything you've accumulated as a personal player — plays, stats, friends, collection — stays tied to this account and becomes part of the organization's history. Worse, once the account is an organization it can no longer participate in plays or scheduled games — so you'll lose the ability to log your own gaming from this account altogether. If you want clean separation between your personal gaming life and the organization, register a new user for the org (above) or promote a group (Option 2) instead. This path really only makes sense if the account was created specifically for the organization and hasn't been used for personal gaming yet.

Option 2: Promote a Group

If you admin a group and want to upgrade it to a full organization (adding a dedicated login, an independent collection, BGG sync, and access to premium features):

1. Go to your group
2. Tap the menu (⋮) → Promote to Organization
3. Enter an Organization Email
4. Set a Password for the organization account
5. Click Create and verify your email

The group becomes an organization with its own login. Members stay as members (roles transfer over). You'll log in as the organization after this.

Organization Capabilities

Core Features

• Independent Game Collection: Maintain your own collection, separate from any member's personal collection. Perfect for stores showing inventory or publishers showcasing their games. Groups don't have a collection of their own — this is organization-only.
• Aggregated Member Collections: Alongside the organization's own collection, see a combined view of games owned by members — useful for planning events or understanding what the players have.
• Member Roles & Invites: Manage Admins, Organizers, and Members. Invite via search, link, or QR code.
• Event Hosting: Host events under your organization name. Members RSVP and attend.
• Activity Feed: Your organization's own feed of posts, plays, and events.
• Group Statistics: Play counts, most-played games, member activity trends.
• Embeddable Widgets: HTML snippets for your website showing events, games, or recent plays.

BGG Synchronization

Link your Board Game Geek account to auto-sync your collection. Games you add to BGG appear in your Ludoya collection automatically. Great for stores and publishers keeping inventory in sync.

Premium Features

Organizations can purchase a premium subscription to unlock advanced hosting and coordination tools:

• Interactive Venue Floor Plans: Upload a floor plan image for any of your locations and visually place your spots (tables, rooms, play areas) on it — attendees explore a pannable, zoomable map of your space. Named spots themselves are free for all organization accounts; this Business feature adds the visual map layer. When you run an event, sub-events and scheduled games each claim a spot, so attendees always know which table or room to head to.
• Recurring Events: Set up events that repeat weekly, monthly, or on a custom schedule. No need to recreate the same event each time.
• Tournament Scoring: Track cumulative scores per player across an event with live-updating standings.
• Custom Attendance Forms: Add custom fields to event registration (e.g., "Preferred experience level?" or "Dietary restrictions?").
• QR Entry Verification: Attendees show an on-demand QR code from the event's RSVP button. Scan it at the door to confirm they're on the RSVP list — it's a door check only, not an attendance log. Use the manual Showed Up / No-Show controls on the event page afterwards to record attendance.
• Telegram Integration: Connect the organization's attached group to a Telegram chat for automated event announcements and updates.
• Public API: Generate an API key and pull your organization's events, members, collection, and stats into any external website or app via REST API.

See Premium for subscription details and pricing.

Managing Your Organization

Edit Settings

Tap Organization Settings to update:

• Name, description, and avatar
• Email and password
• Visibility (Public / Private)
• Member join policy (Open / Request / Invite-only)
• Custom permissions for roles

Manage Members

• Approve Join Requests: If using "Request" policy
• Invite Members: Search by name or send a link/QR code
• Change Roles: Promote to Admin/Organizer or demote to Member
• Remove Members: If needed
• View Member Stats: See their activity and attendance

Manage Premium

View your current subscription, billing, and renewal date. Upgrade, downgrade, or cancel at any time.

Delete Organization

If you no longer need the organization, you can delete it. This reverts your account back to a normal personal account. Warning: This cannot be undone—check that you've exported any important data first.

Joining an Organization

The join process is the same as joining a group:

• Open organizations: Click Join and you're in immediately
• Request-only: Click Request to Join and wait for approval
• Invite-only: Use an invite link or QR code to request or join directly

When you join, you'll see a Welcome dialog with the organization's description and member count. You become a Member by default (Admins can change your role).

Organization Profiles

Your organization has a public-facing profile showing:

• Logo / avatar
• Name and description
• Upcoming events
• Recent posts and activity
• Member count
• Collection highlights (if public)
• Join button or request-to-join option

Great for attracting new members and showing what your organization is about.

See also:

• Groups — community spaces for gaming crews
• Events — hosting and joining events
• Premium — subscription features and pricing
• Integrations — connecting with BGG and Telegram