If you work at a large organization, it may not be possible for you to invite each and every member of your organization to your team in the BioDigital Human—you may not even know who to invite. Fortunately, there are now two more scalable ways for team Administrators to help colleagues or students gain access to your team: team invite codes/links and approved email domains.
Note: Only team members with the Administrator role can access and manage team invite codes/links and approved email domains.
Approved email domains
It is not uncommon for members of large organizations to sign up for the BioDigital Human without realizing that their administrators or colleagues already subscribe to a School or Business account.
By setting an approved email domain for your team, you can make it easy for people who share your organization's email domain to find and join your team—even if you do not know them personally.
Tip: Your email domain is the part of your email address that comes after the @ symbol and is usually shared by all members of a given organization. If your email address were firstname.lastname@example.org, your email domain would be acmecorp.com.
How approved email domains work
When you set an approved email domain for your team, anyone with this email domain who signs up for a new account, as well as anyone who logs in with an existing account, will be informed about your team and prompted to submit a request to join it.
New users: Any new user who creates an account with your approved email domain will be prompted to submit a request to join your team immediately after signing up.
Existing users: Any existing user whose account already matches your approved email domain will be prompted to submit a request to join your team the first time they log in after you set up your approved email domain.
In either scenario, if the user submits a request to join your team, you and any other Administrators in the team will receive an email with the option to accept or deny the request.
Learn more about managing join requests from prospective team members in Set up an approved email domain for my team.
How to set up an approved email domain for your team
To add an approved email domain for your team, take the following steps:
- Log in to your account and click the profile icon in the upper-right corner of the page.
- Select Team from the drop-down menu.
- Click the Manage button at the top of the page.
- In the Manage Team window, select the Team Access tab.
- At the bottom of the window under Approved Email Domains, enter the email domain used by members of your organization.
Note: Generic email domains such as gmail.com, yahoo.com, hotmail.com, and outlook.com, as well as disposable email domains, are not supported for this feature. See the full list of domains that are blocked here.
- Click the Add Domain button.
- If your organization uses more than one email domain, repeat steps 5 and 6 for each additional domain.
- (Optional) Assign a default member role—Creator or Viewer—to ensure that all new members whose join requests you approve in the future are automatically assigned your preferred role. (You can also manage team members' roles on the Team page at any time.)
What happens while a request to join is pending?
Until their request is accepted or denied, the user will remain on our free Personal plan, which provides limited access to the app and no access to your team's My Library. They will also be able to see that their request is pending on the Team page.
How will a user know that their request to join a team has been accepted or denied?
The user is notified via email when their request has been accepted or denied by an Administrator.
What happens if another Administrator fulfills a user's request before I do?
Any Administrator can accept or deny a join request. If another Administrator has already accepted or denied a given request, you will no longer be able to take any action on the request.
If you or another Administrator has denied a user's request in error, please contact us and we can help.
Can a request expire?
Yes, all pending requests expire after 14 days if no action is taken by an Administrator during that time.
Can a request be cancelled?
Yes, a request can be canceled by the user who submitted it at any time. In addition, a request will be canceled automatically if:
- The user upgrades to a Personal Plus plan.
- The user joins the team another way, such as an email invitation or team invite code
Team invite codes and links
Our new team invite code and team invite link options make it easy for Administrators to grant team access to members of their organization.
Unlike approved email domains, team invite codes and links do not require Administrators to accept or deny requests from prospective team members. Rather, they provide pre-approved access to individuals that Administrators have determined are eligible to join the team.
How to access your team invite code and link
Administrators can find their unique team invite code and team invite link on the Team page.
Warning: Anyone with your invite code or link can join your team, so share it wisely and in private, secure channels only.
How to use team invite codes
Team invite codes can be used by existing users only—that is, individuals who have already created a free user account.
To use a team invite code, the user should take the following steps to add their account to your team:
- Log in to your existing account.
- Navigate to the Team page.
- Enter your team invite code where prompted.
How to use team invite links
Unlike team invite codes, a team invite link does not require users to have an existing BioDigital Human account and can therefore be used by both new users and existing users.
When clicked, your team invite link takes the user to a unique registration page for your team.
From here, the experience will differ for new users vs. existing users:
- New users are prompted to sign up for a new user account. As shown above, the team invite code is pre-populated in the signup form, so by signing up on this page the user is automatically added to your team.
- Existing users can click "Already have an account? Sign in" at the bottom of the page and then log in with their existing login credentials. Taking this step adds their existing user account to your team.
Note: Team members who join your team via your team invite code or link are automatically assigned your team's default member role, which is usually Creator. To switch your default setting, see Change my team's default member role.