Let colleagues join by email domain

When someone signs up with an email on your company domain, Document eSign already knows they belong with you. One switch decides what happens next: they join immediately, or they send a request an admin approves. It sits under Settings > Policies & audit as Auto-enroll from matching email domain.

Who can do this

Workspace admins. The switch is available on every plan.

Pick how colleagues get in

1. Open Settings, then Policies & audit.

2. Find Auto-enroll from matching email domain in the Work policies card.

3. Leave it on when you trust anyone with a company address, for example a small team where everyone should be able to send. New signups on your domain become members the moment they finish signing up.

4. Switch it off when you want a gate. Those signups instead submit a join request, and nobody reaches your documents until an admin says yes.

   

The change saves on the spot.

Which email domains count

Your workspace matches on the domain of the address it was created with. Set up from someone at acme.com and every later signup ending in acme.com meets the gate. There's no field to edit that domain.

Personal mailboxes never count. gmail.com, outlook.com, yahoo.com, icloud.com and the rest of the consumer providers are excluded on purpose, so a colleague using one of those gets a workspace of their own instead of yours. Bring them in with an ordinary invitation from the Team page.

Approve or decline a join request

1. Open Settings, then Team.

2. A Join requests card appears above the member list whenever someone is waiting, with a count such as "2 pending" next to the heading. No card means no requests.

3. Check the person and the address they used. The Requested column shows the day it came in.

4. Click Approve to add them, or Decline to turn them away.

   

Approving creates their account and adds them as a Member, and they appear in the member list right away. Both outcomes send the person an email, so you don't have to write to them yourself.

What the person sees

Their signup pauses on a Join your team. screen that names your workspace under the line "Your email matches an existing workspace". With auto-enroll on, the button reads Join followed by your workspace name, and they're in one click later. With it off, the button reads Request to join followed by your workspace name, and the screen usually names the admin who will review it.

A pending request has no expiry date. It sits on the Join requests card until an admin decides it, and Approve and Decline are both final for that request. Someone turned away can start again from a fresh signup if you change your mind.

If something goes wrong

• A colleague signed up and got their own empty workspace. Their address is on a different domain from the one your workspace owns, so the gate never fired. Invite them from the Team page instead.
• Approve fails and mentions your member limit. Every seat on your plan is taken. Free one up or move to a bigger plan, then approve again.
• A coral Upgrade chip sits next to the Work policies card title. That chip covers the other policies in the card, which need a paid plan. Auto-enroll isn't one of them and its switch still works on Free.
• No Join requests card is showing. Either nobody is waiting, or auto-enroll is on and everyone is joining without asking.
• Approve returns an error about the email. That address already has a Document eSign account, so it cannot be created a second time. Ask them to sign in and use an invitation instead.
• You can't see the Team or Policies tabs at all. Both are admin-only.