Let colleagues on your email domain ask to join

When a colleague signs up for Onplana on their own, they get a new, empty workspace, and your team ends up split across two. With this setting on, a colleague who signs up with a verified address on your work domain is offered to ask to join your workspace instead. Nobody joins without your approval, and your workspace’s name is never shown to anyone you have not opted in.

Turn it on

1. Open Organization Settings → People and permissions.

2. Under Joining the workspace, turn on People with an @yourdomain address can ask to join (the setting shows your own domain, for example @contoso.com).

Only Owners and Admins see the setting, and only when their own verified email address is on a work domain. The domain is always yours: you cannot type a different one, and consumer mailboxes (such as Gmail or Outlook.com addresses), disposable addresses and relay addresses never qualify. If the setting is not on the page, check that your email address is verified and on your company’s domain.

Turning it off stops new asks at once. Asks already on your Access Requests tab can still be decided.

Note

The setting stays tied to the person who turned it on. If they stop being an active Owner or Admin, or their address leaves the domain, colleagues are no longer offered your workspace until another Owner or Admin on the domain turns it on again. If two workspaces on one domain both turn it on, neither is offered, because Onplana cannot tell which one a colleague belongs to.

The offer on your dashboard

You do not have to find the setting yourself. The first time someone with an address on your domain starts a separate workspace, Owners and Admins see one dashboard banner, Someone with an @yourdomain address started a separate workspace, with Let them ask to join (which turns the setting on) and Not now. The banner never names the person.

What your colleague sees

A colleague who signs up with an address on your domain, once their email is verified, sees Your team at your workspace already uses Onplana on their dashboard, with two choices:

• Ask to join sends you a request. They read Request sent. An owner or admin of the workspace decides, and you will be notified. While it is pending they can Withdraw request.
• Start my own hides the offer for them on that browser, and they carry on in their own workspace.

They see your workspace’s name only after verifying their email. Before that, and for every domain that has not opted in, Onplana shows nothing.

Decide an ask

Each ask appears on People & Teams → Access Requests, marked Wants to join, for your Owners and Admins. The row says the person signed up with a verified address on your domain, and states what a Member seat costs on your plan.

1. Open People & Teams → Access Requests, or select the notification.

2. Select Grant. Onplana asks you to confirm (Add name to your organization?), and Approve & add adds them as a Member. You can change their role later from People & Teams.

3. Or select Decline. Either way, they are notified.

An ask nobody answers expires after 14 days, like any access request. If your plan’s member limit is reached, approving is refused until you make room. See Manage seats and guests.

FAQs

Does this send anyone an email? No email of its own. Owners and Admins get the usual access request notification, and the colleague is notified of your decision.

Can someone see our workspace exists just by signing up with our domain? Only if they verify an address on your domain and you have turned the setting on. Otherwise Onplana answers exactly as if no workspace were there.

Is this the same as single sign-on or SCIM? No. Those add people automatically from your identity provider. This is a request your Owners and Admins approve one by one. See Configure SSO and Provision users with SCIM.

Related

• Request access
• Invite your team
• Manage seats and guests