Automatically adding users to an organisation by domain

Users assigned to an organisation automatically by their email domain. The setting that keeps this accurate on its own.

Users assigned to an organisation automatically by their email domain. The setting that keeps this accurate on its own.

Set it up

1. Open the organisation.
2. Add its email domains.
3. Save.
4. Check that a new user from that domain is assigned.

Why it is worth doing first

Manual assignment does not survive volume. Somebody has to notice each new customer and link them, and within a month a third of users have no organisation.

Domain mapping makes the structure maintain itself.

Add every domain a customer uses

Companies have several: an old name after a rebrand, a country domain, a subsidiary. Users on the ones you missed stay unassigned, and nothing flags it.

Never map a public domain

The obvious warning and it still happens. Mapping a generic consumer email domain assigns thousands of unrelated people to one organisation, and unpicking it is slow.

It applies going forward

Existing users are not retrospectively reassigned by adding a domain. Those need updating separately, in bulk.

Worth doing once when you set this up, or the historical half of your data stays unlinked.

Watch for personal addresses

A business customer writing from a private address will not be matched. Where that customer matters, add the address to their user record rather than mapping the domain.

Check the unassigned count

Occasionally, look at how many users have no organisation. That number tells you whether your mapping is complete, and it is the honest measure of whether organisation reporting can be trusted.

See also

• Creating and managing organisations
• How do I update users in bulk
• Can I report on the email domain of users