Email domains & team sign-up
Your organization's email domains — the part of an address after the @, like acme.com — tell e-satisfaction which people are yours. Once you list them, you can see at a glance who on your team is from outside the company, and you can decide whether colleagues who sign up with a company address may find your organization and join it themselves, instead of waiting for an invitation. Admin only
Nothing changes for your team until you choose to open it up: every organization starts as Invitation only, exactly as before.
You'll find all of this in the Admin Panel under User Security, in the Email domains & sign-up section.
Set it up
Add your email domains
Under Email domains, type a domain your people use — for example acme.com — and choose Add. Repeat for every domain your company uses.
Check each domain is verified
A domain only lets people find your organization once it's verified. Each domain shows its status next to it — see Verified domains below.
Choose your team sign-up mode
Under Team sign-up mode, pick Invitation only, Discoverable and open to join, or Discoverable, but open only after approval.
Email domains
List every email domain your people use. A few things to know:
- You can add several. Add one for each brand, country or company address your team uses.
- Subdomains count.
acme.comalso coversuk.acme.com,sales.acme.comand so on — you don't need to list each one. - A domain can belong to more than one organization. If two of your organizations share a company domain, add it to both.
- Changes save straight away. A domain is saved as soon as you choose Add, and gone as soon as you choose Remove — there's no separate save button.
Public email providers can't be added
Addresses at public email providers can't identify your organization, because anyone can have one. We have a mechanism that automatically blocks free webmail providers — such as gmail.com, outlook.com, hotmail.com, yahoo.com, icloud.com, live.com, aol.com, protonmail.com, gmx.com, yandex.com and many more. If you try to add one, you'll see a message such as "gmail.com is a public email provider — anyone can have an address there, so it cannot identify your organization."
If a public provider was saved before it was blocked, it shows Public provider — ignored. It does nothing — nobody can find your organization through it — so simply remove it.
Verified domains
Listing a domain isn't enough on its own for people to find your organization: we first need to be sure the domain really is yours. Each domain shows one of three statuses:
| Status | What it means |
|---|---|
| Verified member | Someone already in your organization, with a confirmed email address, uses this domain. That's proof enough. |
| Verified by e-satisfaction | The e-satisfaction team has confirmed the domain belongs to your organization. |
| No verified member yet | Neither of the above yet. The domain still marks people as External or not, but nobody can find your organization through it. |
A domain usually verifies itself as soon as one of your members confirms their email address on it. If it doesn't — say you're setting up a brand-new organization and nobody from that domain has joined yet — you can invite a colleague who uses it, or ask the e-satisfaction team to verify it for you. Only the e-satisfaction team can verify a domain by hand.
Removing a domain removes its verification
If you remove a domain and add it back later, it starts again as unverified. Because a domain the e-satisfaction team verified would have to be verified again, the page asks you to confirm before you remove one.
Team sign-up mode
The sign-up mode decides what happens when someone who isn't in your organization yet signs in with an address on one of your domains.
| Mode | What happens |
|---|---|
| Invitation only (default) | New members must be invited by an administrator, as described in Workspaces & users. Your organization isn't shown to anyone else. |
| Discoverable and open to join | Anyone with a confirmed email address on one of your verified domains can find your organization and join it straight away, as a Member. |
| Discoverable, but open only after approval | People can find your organization and ask to join. An administrator approves or declines each request — see When somebody asks to join. |
The two discoverable options stay disabled until you've added at least one domain. If you've added domains but none of them is verified yet, an amber note explains that nobody can discover your organization yet — invite a colleague from that domain, or ask the e-satisfaction team to verify it.
People who join this way are always Members
Whichever discoverable mode you choose, people who join through your email domains always get the Member role — never Administrator. They can't open any data until you add them to the workspaces they need, and you can change their role at any time from Workspaces & users.
Open joining and your plan
People who join through Discoverable and open to join count toward your plan's user allowance, just like the people you invite. Joining isn't stopped when you reach that allowance, though, so your usage can go past what your plan includes. When your plan has a user allowance, the page shows how many seats are taken — for example "12 of 20 user seats in use" — so you can keep an eye on it. See Subscription, billing & usage for your plan's quotas.
If you'd rather decide on each person, choose Discoverable, but open only after approval instead.
Staying informed
Administrators get an email whenever someone joins an open organization, and whenever someone asks to join one that needs approval — the link in that email opens the requests straight away.
What your colleagues see
When your organization is discoverable, colleagues with a confirmed address on one of your verified domains see it offered to them — on Home if they don't belong to any organization yet, or in the organization picker if they do. They choose Join or Ask to join, depending on your mode. The full walkthrough from their side is in Joining your team's organization.
Only people whose email address is confirmed can find or join an organization, which is why a new account is asked to confirm its address first.