Ensure you have complete control over your Workspace’s domain. With Domain Capture, you will be able to claim your organization’s domain and attach it to your Workspace (e.g., acme.com). When existing or new Otter users match a claimed domain, they will be automatically added to the Workspace.
Enable Domain Capture
Have a Workspace admin contact your Otter account manager to set up Domain Capture and claim your organization’s domain. Our team will enable this feature for your Workspace.
Proof of the organization’s claim over the domain is required. Your account manager will provide all the necessary steps and request any required documentation.
Overview
Domain Capture allows your organization to have complete control over your members’ use and access to Otter. Once enabled, the following users will automatically be added to your Workspace:
- All existing Basic Otter users matching the claimed domain will be automatically added to your Workspace.
- All new users who sign up for Otter matching the claimed domain will automatically be added to your Workspace.
Once the members have been added to your Workspace, you can manage the new users in Workspace > Manage Workspace > Members.
Admin approval to join (optional)
The admin approval to join setting is an optional add-on feature that you can request your account manager to enable with Domain Capture. Enabling this feature would require all members joining the Workspace via the Domain Capture process to be approved by an admin first.
- Both existing and new users who sign up using the claimed domain will need the admin to approve their request before joining the Workspace.
- New user signups are prevented from using Otter until they are approved to join the Workspace.
Get notified of new member join requests
Admins will be notified of new members requesting to join the Workspace through the notification center and through email.
- An email is sent to the Workspace Admin(s) on Thursday morning each week if there are pending requests. If there are no pending requests, no email is sent.
Approve new members
- As an admin, click the notification, email, or your profile and select Manage Workspace.
- Under the Members tab, click Requested.
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Approve or Decline the requests.
- Approve - The user will be added to your Workspace immediately. They will be able to log in and begin using Otter.
- Decline - The user will be added and deactivated in the Workspace. The user will no longer have access to Otter.
Users joining through the domain capture will show as via Workspace Discovery under the Invited by column.
ℹ️ Example
- Hypothetically, your organization’s domain is beaverly.ai.
- Domain Capture is enabled, and beaverly.ai has been claimed for your Workspace.
- New users who sign up to Otter with an email ending in the claimed domain, @beaverly.ai, will automatically be added to your Workspace.
- Dani signs up using otter-demo@beaverly.ai.
- Dani is immediately added to your Workspace.
- Individual free Basic users with existing Otter accounts attached to an email ending in the claimed domain, @beaverly.ai, will automatically be added to your Workspace.
- Olivia has an existing Basic free Otter account using otter-demo+olivia@beaverly.ai.
- Olivia is automatically added to the Workspace.
- Paid users with existing Otter accounts or users who are part of an existing multi-member Workspace will not be added to the Workspace through the Domain Capture process.
- Deborah has an existing paid individual Pro Otter account using otter-demo+deborah@beaverly.ai.
- Gustavo has an existing Otter account using otter-demo+gustavo@beaverly.ai and is part of an existing multi-member Workspace.
- Deborah and Gustavo will not be automatically added to the Workspace through the Domain Capture process.
FAQs
Can my organization claim more than one domain?
- Yes.
- Please reach out to your account manager to start the process.
- Proof of the organization’s claim over the domain is required. Your account manager will provide all the necessary steps and request any required documentation.
What if my organization’s domain has already been claimed?
- If you believe your domain has already been claimed incorrectly, please contact your Otter account manager.
How do I know if a user joined through the domain capture process?
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Users joining through the domain capture will show as via Workspace Discovery under Status if they were automatically added, and Invited by column if you have admin approval to join enabled.
What happens when the request is pending?
- Existing users (both paid and basic free accounts) from before you enabled Domain Capture who have already created their own Workspace will still be able to log in to their existing account and use Otter.
- New Otter user signups, after Domain Capture enablement, will be Deactivated and not be able to log in. If they try to log in, they will see a deactivated message.
What happens if I approve a request?
- The user will be immediately added to your Workspace as a paid member.
- Depending on your plan, there may be an additional charge for the user. Contact your account manager to go over your specific plan and contract details.
What happens if I decline a request?
- Existing users (both paid and basic free accounts) who have already created their own Workspace will still be able to log in to their existing account and use Otter.
- New user signups will be added to the Workspace but immediately Deactivated. The user will not be able to log in.
Can I bulk approve or decline requests?
- No.
- There is no way to bulk approve or decline requests at this time. Hopefully, we will be able to support this in future updates.
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