Domain Auto-Join

Domain auto-join lets anyone signing up with an email at your work domain (e.g. @yourpractice.com) get added to your agency automatically. No invite needed. Great for fast-hiring practices where the admin doesn’t want to send a one-off invite every time a new clinician joins.

How to enable it

1. Open /admin/agency → Settings tab.
2. In the Domain Auto-Join card, type a domain into the input (e.g. yourpractice.com) and click Add Domain.
3. The domain appears as a chip with an × button. Add more domains by repeating.

You can add up to 50 domains. The input is tolerant. You can paste any of these and it normalizes:

• yourpractice.com
• @yourpractice.com
• www.yourpractice.com
• https://yourpractice.com/about

When the webhook suggested a domain at checkout

When you completed the Agency Plan checkout, you may have entered a “Work email domain.” That value (plus your own email’s domain) is stored as a suggestion but not auto-enabled.

After you sign your BAA, the Settings tab shows a small prompt: “We noticed your team uses @yourdomain.com. Enable auto-join?” with a one-click Enable Auto-Join button. Click it to enable, or Not Now to dismiss.

This deliberate two-step exists so domain auto-join is never active before the org BAA is signed.

Multi-domain support for staffing agencies

If your agency works with multiple client organizations or uses multiple email domains (e.g. a home health staffing company placing clinicians at three different facilities), add each domain separately. Anyone signing up with any of the listed domains is auto-joined to your agency.

Example for a staffing agency:

• homehealthcompass.com for your HQ email
• partnerclinic-a.com for partner facility A
• partnerclinic-b.org for partner facility B

What happens when someone signs up via auto-join

1. They go to /signup and enter their name + email
2. The backend detects their domain matches your auto-join list
3. They’re shown your agency’s plan picker (whichever of AI Notes, EHR Fill, and Voice Scribe you have availability for, with no price, because your agency pays)
4. They pick a seat type
5. A Pending login entry is created in your members list (no seat consumed yet)
6. On their first verified sign-in, the entry flips to Active and they start consuming a seat
   • If you’re at capacity AND Auto-Add Seats is OFF, they’re marked Blocked instead. You can re-invite them after adding a seat.
   • If you’re at capacity AND Auto-Add Seats is ON, a seat is added automatically and they activate. More on Auto-Add Seats →

Security: what stops spoofing?

The protection is the email verification gate. Anyone could type a @yourpractice.com address at signup, but they can never actually log in without having access to that email account (login requires a 4-digit code sent to the address). So a fake claim sits at Pending login forever and never consumes a seat or grants access.

Domain auto-join with email verification is the standard mechanism Slack, Notion, and Linear use for “auto-add by email domain” workflows.

Blocked domains

Common consumer email providers can’t be used as auto-join domains, to prevent abuse:

gmail.com, yahoo.com, outlook.com, hotmail.com, live.com, icloud.com, me.com, mac.com, aol.com, proton.me, protonmail.com, msn.com, comcast.net, verizon.net, att.net, sbcglobal.net, cox.net, earthlink.net, mail.com, gmx.com, yandex.com, zoho.com, fastmail.com, qq.com, 163.com, 126.com.

If you try to add one of these, the dashboard shows a clear error.

Removing a domain

Click the × on any chip in your auto-join list. The domain is removed immediately. Future sign-ups with that domain go through the normal individual flow.

Clinicians who already joined your agency via that domain stay. They’ve already activated and consumed a seat. Removing the domain only affects future sign-ups.

When to use auto-join vs. explicit invites

• Auto-join is best when you have a single shared work email domain and turnover is constant. Saves the admin from inviting one-by-one.
• Explicit invites are best when you need to control exactly who joins (e.g. you want each clinician to be assigned a specific seat type or role), or when your clinicians use varied personal email addresses.

You can use both at the same time. Explicit invites take priority over auto-join. If someone has a pending invite token and their email also matches an auto-join domain, the invite flow wins.

Related

• Auto-Add Seats. For when auto-join clinicians arrive faster than your seat cap allows.
• Member statuses explained. What Pending login and Blocked mean.
• Inviting clinicians. The explicit invite alternative.