Set up an approved email domain for my team

Feature availability

As a team Administrator, you can allow people who share the same email domain to find and request to join your team by setting up an approved email domain for your team.

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 janesmith@acmecorp.com, your email domain would be acmecorp.com.

How approved email domains work

When you set up 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. 

  • If a new user attempts to create an account with an email domain that matches your team's approved email domain, they will be prompted to request to join your team immediately after signing up.

    new user_email domain match_dec23.png

    Note: In the event that the user's email domain matches the approved email domain for multiple teams, all available teams will be listed on this page, and the user will have the opportunity to choose one team that they would like to request to join.

    • If the user clicks Request to Join, you and any other Administrator(s) in your team will receive an email notifying you of their request. See How to accept or deny a join request below for next steps.
    • If the user clicks No thanks, they will enter the app with a free Personal plan, which provides limited access to the app and no access to your team's My Library. If they change their mind later, they can submit a request to join your team from the Team page—see Existing users with an email domain match below for details.

  • If an existing user's email domain matches your team's approved email domain, the user will be prompted to request to join your team inside the app. They will also have the option to do so anytime from the Team page.

    Note: Existing users with an email domain match will only be prompted to join your team if they are currently on our free Personal plan. Users who are subscribed to our paid Personal Plus plan or are already a member of an active or expired team are not eligible to request to join another team and are therefore excluded from this notification. If you or someone you know already belongs to a team and would like to be eligible to join another team, please contact us.

    The first time the user logs in after you set up your approved email domain, a dialog will appear after a few seconds of activity notifying the user that they are eligible to join your team.

    existing user_join team_dialog_dec23.png

    If the user clicks View Teams, they will be taken to the Team page, where they can choose to submit a request to join your team, or do nothing.

    existing user_join team _team page_dec23.png

    • If the user clicks Request to Join on the Team page, you and any other Administrator(s) in your team will receive an email notifying you of their request. See How to accept or deny a join request below for next steps.
    • If the user does nothing, they will remain on our free Personal plan, which provides limited access to the app and no access to your team's My Library. If they change their mind later, they can submit a request to join your team from the Team page—see Existing users with an email domain match below for details.

 

How to add an approved email domain for your team

To add an approved email domain for your team, take the following steps:

  1. Log in to your account and click the    profile icon in the upper-right corner of the page.
  2. Select Team from the drop-down menu.

    team settings_dec20.png

  3. Click the Manage button at the top of the page.
  4. In the Manage Team window, select the Team Access tab.
  5. 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.

  6. Click the Add Domain button.
  7. If your organization uses more than one email domain, repeat steps 5 and 6 for each additional domain.
  8. (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.)

You can remove an approved email domain at any time by clicking the    trash can icon next to the email domain in the "Manage Team" window.

 

How to accept or deny a join request

If a user submits a request to join your team, you and any other Administrators in your team will receive an email in which you have the option to accept or deny the request.

email domain join request_dec23.png

We recommend keeping the following rules in mind when you receive a request to join your team:

  • Any Administrator in the team is able to accept or deny a given user's request.
  • The first decision made by an Administrator is final—that is, if another Administrator has already accepted or denied a given request, you will no longer be able to take any action on the request. However, if you or another Administrator has denied a user's request in error, please contact us and we can help.
  • The user is notified via email when their request has been accepted or denied by an Administrator.
  • The user can cancel their request at any time.

  • All pending requests expire after 14 days if no action is taken by an Administrator during that time.

  • 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.
  • A request will be canceled automatically if:

 

Learn more

To learn more information about managing your team, we recommend the following articles: