Domain Capture allows your organization to claim its verified email domain and automatically bring existing and new Otter users into your organization's workspace. This gives workspace admins centralized control over member access and helps ensure users with your organization's email domain are managed under the same workspace.
For example, if your organization claims example.com, Otter users with email addresses ending in @example.com will automatically be added or migrated to your workspace, including existing Basic users, paid users, and new signups.
Enable Domain Capture for your workspace
A workspace admin must work with their Otter account manager to claim and verify the organization's email domain before Domain Capture can be enabled.
- Contact your Otter account manager and request Domain Capture for your workspace.
- Provide the email domain your organization wants to claim, such as example.com.
- Complete the required domain ownership verification. Your account manager will provide instructions and request any necessary documentation.
- Once the domain has been verified, Otter will enable Domain Capture for your workspace.
How Domain Capture works
Once Domain Capture is enabled, Otter automatically identifies existing and new users whose email addresses match your organization's claimed domain and adds them to your workspace.
Domain Capture applies to the following users:
- Existing Basic users: All users on the Basic plan with an email address matching your claimed domain will automatically be added to your workspace.
- Existing paid users: All paid users with a matching email domain will be migrated to your workspace, including users with individual paid subscriptions and users belonging to existing multi-member workspaces.
- New users: Anyone who signs up for Otter using an email address matching your claimed domain will automatically be added to your workspace.
Examples of Domain Capture See how existing Basic users, paid users, and new signups are added to your workspace
The following examples demonstrate how Domain Capture works when your organization claims example.com.
Example 1: New Otter user
Scenario: Dani creates a new Otter account using dani@example.com after Domain Capture has been enabled.
Result: Dani is automatically added to your organization's workspace during signup.
Example 2: Existing Basic user
Scenario: Olivia already has an Otter Basic account registered with olivia@example.com before your organization enables Domain Capture.
Result: Olivia is automatically added to your organization's workspace when Domain Capture is enabled.
Example 3: Existing individual paid user
Scenario: Deborah has an individual paid Otter Pro subscription registered with deborah@example.com.
Result: Deborah is migrated to your organization's workspace. Her existing paid subscription is canceled, with any applicable prorated refund handled as part of the migration.
Example 4: Existing multi-member paid workspace
Scenario: Gustavo uses gustavo@example.com and belongs to an existing paid workspace with multiple members.
Result: The existing workspace subscription is canceled, and all members of that workspace are migrated to your organization's domain-captured workspace. Applicable prorated refunds are issued for annual subscriptions.
Manage domain-captured members
After users have been added to your workspace through Domain Capture, workspace admins can review and manage their membership from the Members page.
- Sign in to your Otter account as a workspace admin.
- Navigate to Profile → Manage workspace → Members .
- Review the members added to your workspace. Users who joined through Domain Capture are identified as via Workspace Discovery in the Invited by column.
- Manage member access, roles, or membership as needed.
For more information about managing members, see Manage workspace members .
Require admin approval for Domain Capture (optional)
Organizations can optionally require workspace admin approval before users with a claimed email domain are allowed to join their workspace.
This setting provides an additional level of control over workspace membership. Instead of joining automatically, users are placed in a pending state until a workspace admin approves or declines their request.
When admin approval is enabled:
- Existing users: Users with accounts matching your claimed domain must be approved before joining your workspace.
- New signups: New users who register with your claimed domain must be approved before they can access Otter.
- Workspace admins: Admins can review pending requests and approve or decline each user individually.
Manage Domain Capture join requests
When admin approval is enabled, workspace admins can review incoming requests, receive notifications, and approve or decline users who request access through Domain Capture.
Get notified of new member requests Receive notification center alerts and weekly email reminders
Workspace admins are notified when users request to join through Domain Capture.
- Notification center: Admins can view notifications about pending member requests in Otter.
- Email notifications: An email is sent to workspace admins on Thursday mornings when there are pending requests. If there are no pending requests, no email is sent.
Approve or decline member requests Review pending users and manage their workspace access
- Sign in to Otter as a workspace admin.
- Navigate to Profile → Manage workspace → Members → Requested .
- Review the users requesting access to your workspace.
- Select Approve or Decline for each request.
The following actions determine what happens to the requesting user:
- Approve: The user is added to your workspace immediately and can begin accessing Otter through your organization.
- Decline: The request is declined. Users subject to deactivation are added to the workspace as deactivated members and cannot access Otter. Existing paid accounts may have different access behavior.
Identify users added through Domain Capture Find members added through Workspace Discovery
Users added through Domain Capture are labeled via Workspace Discovery under the Invited by column on the Members page.
This allows workspace admins to distinguish users added through Domain Capture from members invited directly by an admin.
FAQs
What is Domain Capture in Otter?
Domain Capture is an organization-level feature that allows a workspace to claim a verified email domain and automatically add existing and new Otter users with matching email addresses to that workspace.
This helps organizations centrally manage member access and consolidate users under their organization's workspace.
Does Domain Capture include existing paid Otter users?
Yes. Domain Capture includes existing paid users whose email addresses match the claimed domain, including individual paid subscribers and users belonging to existing multi-member workspaces.
Existing paid workspace subscriptions are canceled as part of the migration. Annual subscriptions receive a prorated refund, and all members of those workspaces are migrated to the domain-captured workspace.
Contact your Otter account manager for questions about subscription migrations or refunds.
What happens when a new user signs up with a claimed domain?
When a new user signs up for Otter with an email address matching your organization's claimed domain, they are automatically added to your workspace.
If your organization has enabled admin approval, the user must first be approved by a workspace admin before accessing Otter.
Can my organization claim more than one email domain?
Yes. Organizations can request Domain Capture for multiple email domains. Each domain must be verified before it can be claimed.
Contact your Otter account manager to begin the verification and enablement process for additional domains.
What if my organization's domain has already been claimed?
If your organization's email domain has already been claimed or you believe it was claimed incorrectly, contact your Otter account manager for assistance.
How can I identify users who joined through Domain Capture?
Workspace admins can identify domain-captured users by navigating to Profile → Manage workspace → Members.
Users who joined through Domain Capture are labeled via Workspace Discovery in the Invited by column.
Is admin approval required for Domain Capture?
No. Admin approval is an optional feature. By default, users with a matching email domain are automatically added to your organization's workspace.
If admin approval is enabled, users must be approved by a workspace admin before joining. Contact your Otter account manager to request this feature.
What happens while a Domain Capture request is pending?
When admin approval is enabled, users must wait for a workspace admin to approve their request.
- Existing users: Users who already have their own Otter workspace can continue using Otter while their request is pending.
- New users: Users who sign up after Domain Capture is enabled cannot access Otter until their request is approved.
New users attempting to sign in before approval may see an account deactivation message.
What happens when a workspace admin approves a request?
When a workspace admin approves a Domain Capture request, the user is immediately added to the organization's workspace as a paid member and can begin using Otter.
Depending on your organization's plan and contract, adding members may result in additional charges. Contact your Otter account manager for details about your workspace's licensing and billing terms.
What happens when a workspace admin declines a request?
When a workspace admin declines a Domain Capture request, the result depends on the user's existing account status.
- Existing paid users: Existing paid accounts may retain access to their current Otter workspace.
- Existing Basic users: Users are added to the Enterprise workspace as deactivated members and do not consume a paid seat.
- New signups: Users are added to the workspace in a deactivated state and cannot log in to Otter.
Can I bulk approve or decline Domain Capture requests?
No. Bulk approval and bulk decline are not currently supported. Workspace admins must approve or decline each pending Domain Capture request individually under Manage workspace → Members → Requested.
How are workspace admins notified of pending requests?
Workspace admins receive notifications through Otter's notification center. A weekly email reminder is also sent on Thursday mornings when pending requests exist.
If there are no pending requests, no weekly reminder email is sent.
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