From 9b1c389fac7f52f81f1e31593948d66f291cf164 Mon Sep 17 00:00:00 2001 From: Ted Harris Date: Thu, 22 Jan 2026 21:46:21 +0000 Subject: [PATCH 1/5] HelpDot: add New Expensify domain member docs Add New Expensify documentation for managing domain members and migrating a company email domain. --- .../new-expensify/domains/Domain-Members.md | 59 +++++++++++++++++++ .../new-expensify/domains/Domain-Migration.md | 43 ++++++++++++++ 2 files changed, 102 insertions(+) create mode 100644 docs/articles/new-expensify/domains/Domain-Members.md create mode 100644 docs/articles/new-expensify/domains/Domain-Migration.md diff --git a/docs/articles/new-expensify/domains/Domain-Members.md b/docs/articles/new-expensify/domains/Domain-Members.md new file mode 100644 index 0000000000000..5e37576e4b794 --- /dev/null +++ b/docs/articles/new-expensify/domains/Domain-Members.md @@ -0,0 +1,59 @@ +--- +title: Domain Members +description: Learn how to manage domain members in New Expensify. +internalScope: Audience is Domain Admins. Covers inviting/adding domain members, closing accounts, and promoting members to Domain Admin. Does not cover domain verification, SAML setup, Domain Groups configuration, or account access troubleshooting. +keywords: [New Expensify, domain members, verify domain, domain admin, domain control] +--- + +Managing domain members helps your organization control who can use Expensify with your company email domain, and which domain-level settings apply to them. + +There are two types of members within Domain Settings: +- **Domain Member**: Subject to domain rules. Members must have an email address under the domain as their primary or secondary contact method, such as `@yourcompany.com`. +- **Domain Admin**: Has full control over domain settings, including adding/removing members, managing rules, and configuring security settings. Admins do not need an email address associated with the domain. + +Your domain must be verified before you can invite and manage members. Learn how to [claim and verify a domain](https://help.expensify.com/articles/new-expensify/domains/Claim-and-Verify-a-Domain). + +--- + +# Add a Domain Member + +There are two ways to add a domain member: +1. **Automatic signup**: Accounts created with a domain email, such as `name@yourcompany.com`, are added automatically. +2. **Manual addition**: A Domain Admin can invite members. + +## Automatically add members +- **New Expensify users**: Accounts created with a domain email are automatically added as members. +- **Existing Expensify members**: Members can add their domain email as a primary or secondary contact method. Once verified, they are added to the domain. + +If a member has multiple contact methods, the primary contact method takes precedence. + +## Manually invite a member +1. Go to **Workspaces > Domains**. +2. Select your domain. +3. Open **Domain Members**. +4. Enter the member’s email address, then click **Invite**. + +--- + +# Close (Deactivate) a Domain Member Account + +Domain Admins can close a member’s account when they leave the company. + +1. Go to **Workspaces > Domains**. +2. Select your domain. +3. Open **Domain Members**. +4. Select the member. +5. Click **Close account**. + +**Note:** Closed accounts can usually be re-opened by reinviting the user from the Domain Members page. + +--- + +# Make a Member a Domain Admin + +If you want a member to help manage domain settings, add them as a Domain Admin. + +1. Go to **Workspaces > Domains**. +2. Select your domain. +3. Open **Domain Admins**. +4. Add the member’s email address or phone number. diff --git a/docs/articles/new-expensify/domains/Domain-Migration.md b/docs/articles/new-expensify/domains/Domain-Migration.md new file mode 100644 index 0000000000000..eb8d85b2d4062 --- /dev/null +++ b/docs/articles/new-expensify/domains/Domain-Migration.md @@ -0,0 +1,43 @@ +--- +title: Domain Migration +description: Learn how to migrate your company’s email domain in New Expensify. +internalScope: Audience is Domain Admins and IT admins. Covers high-level options and the recommended process for migrating from one email domain to another. Does not cover detailed card-feed migration edge cases or individual account recovery beyond directing users to Concierge. +keywords: [New Expensify, domain migration, change email domain, update email address, domain control] +--- + +If your company updates its email domain, such as from `@old-domain.com` to `@new-domain.com`, Expensify can help you migrate domain control and update employee logins. + +**Important:** If your company uses the Expensify Card or active company card feeds, contact Concierge or your Account Manager before attempting a migration. + +--- + +# Option 1: Automatic Domain Migration (Concierge-assisted) + +Concierge can typically help with an automatic migration when: +- The current domain or new domain is verified +- Email addresses match a 1:1 format, such as `name@olddomain.com` to `name@newdomain.com` +- Users have not already created separate accounts under the new email address + +If those conditions apply, message **Concierge** and request a **Domain Migration**. + +--- + +# Option 2: Manual Domain Migration + +Use this approach if automatic migration isn’t possible. + +## Step-by-step instructions + +1. Add your new email address as an additional contact method on your account. + - [How to update your email address](https://help.expensify.com/articles/new-expensify/settings/Update-Email-Address) +2. Claim and verify your new domain. + - [Claim and verify a domain](https://help.expensify.com/articles/new-expensify/domains/Claim-and-Verify-a-Domain) +3. If you use domain groups, update group restrictions on the old domain, such as disabling any setting that prevents switching the primary contact method, then recreate the needed groups on the new domain. + - [Domain groups](https://help.expensify.com/articles/new-expensify/domains/Domain-Groups) +4. Switch your primary contact method to the new email address (swap primary and secondary emails). +5. Move any card feeds to the new domain. + - For commercial card feeds, message Concierge to assist with the move. + - **Note:** Any unprocessed transactions may need to be handled before migration to avoid data loss. +6. Remove/reset any legacy domain setup that is no longer needed, such as removing extra domain admins from the old domain if applicable. + +If you run into any issues, or if employees already created separate accounts under the new email, message **Concierge** so Support can help you keep account history intact. From c5f984d3c3d4b15e6210163987913961b3bb7c92 Mon Sep 17 00:00:00 2001 From: Ted Harris Date: Thu, 22 Jan 2026 22:01:43 +0000 Subject: [PATCH 2/5] Address AI-readiness feedback for domain member docs Add breadcrumb path context, improve heading hierarchy, expand keywords, and clarify wording in the Domain Members and Domain Migration articles. --- .../new-expensify/domains/Domain-Members.md | 20 ++++++++++--------- .../new-expensify/domains/Domain-Migration.md | 18 +++++++++-------- 2 files changed, 21 insertions(+), 17 deletions(-) diff --git a/docs/articles/new-expensify/domains/Domain-Members.md b/docs/articles/new-expensify/domains/Domain-Members.md index 5e37576e4b794..8d27d5a860dc9 100644 --- a/docs/articles/new-expensify/domains/Domain-Members.md +++ b/docs/articles/new-expensify/domains/Domain-Members.md @@ -2,11 +2,13 @@ title: Domain Members description: Learn how to manage domain members in New Expensify. internalScope: Audience is Domain Admins. Covers inviting/adding domain members, closing accounts, and promoting members to Domain Admin. Does not cover domain verification, SAML setup, Domain Groups configuration, or account access troubleshooting. -keywords: [New Expensify, domain members, verify domain, domain admin, domain control] +keywords: [New Expensify, Workspaces, Domains, domain members, verify domain, domain admin, domain control] --- Managing domain members helps your organization control who can use Expensify with your company email domain, and which domain-level settings apply to them. +*Settings > Workspaces > Domains > Domain Members* + There are two types of members within Domain Settings: - **Domain Member**: Subject to domain rules. Members must have an email address under the domain as their primary or secondary contact method, such as `@yourcompany.com`. - **Domain Admin**: Has full control over domain settings, including adding/removing members, managing rules, and configuring security settings. Admins do not need an email address associated with the domain. @@ -15,19 +17,19 @@ Your domain must be verified before you can invite and manage members. Learn how --- -# Add a Domain Member +## Add a Domain Member There are two ways to add a domain member: 1. **Automatic signup**: Accounts created with a domain email, such as `name@yourcompany.com`, are added automatically. 2. **Manual addition**: A Domain Admin can invite members. -## Automatically add members +### Automatically add members - **New Expensify users**: Accounts created with a domain email are automatically added as members. -- **Existing Expensify members**: Members can add their domain email as a primary or secondary contact method. Once verified, they are added to the domain. +- **Existing Expensify members**: Members can add their domain email as a primary or secondary contact method. Once verified, the members are automatically added to the domain. If a member has multiple contact methods, the primary contact method takes precedence. -## Manually invite a member +### Manually invite a member 1. Go to **Workspaces > Domains**. 2. Select your domain. 3. Open **Domain Members**. @@ -35,7 +37,7 @@ If a member has multiple contact methods, the primary contact method takes prece --- -# Close (Deactivate) a Domain Member Account +## Close (Deactivate) a Domain Member Account Domain Admins can close a member’s account when they leave the company. @@ -45,13 +47,13 @@ Domain Admins can close a member’s account when they leave the company. 4. Select the member. 5. Click **Close account**. -**Note:** Closed accounts can usually be re-opened by reinviting the user from the Domain Members page. +**Note:** Closed accounts can be reopened by reinviting the member from the Domain Members page. --- -# Make a Member a Domain Admin +## Make a Member a Domain Admin -If you want a member to help manage domain settings, add them as a Domain Admin. +To grant a member permission to manage domain settings, promote them to a Domain Admin. 1. Go to **Workspaces > Domains**. 2. Select your domain. diff --git a/docs/articles/new-expensify/domains/Domain-Migration.md b/docs/articles/new-expensify/domains/Domain-Migration.md index eb8d85b2d4062..44b8893637c92 100644 --- a/docs/articles/new-expensify/domains/Domain-Migration.md +++ b/docs/articles/new-expensify/domains/Domain-Migration.md @@ -2,37 +2,39 @@ title: Domain Migration description: Learn how to migrate your company’s email domain in New Expensify. internalScope: Audience is Domain Admins and IT admins. Covers high-level options and the recommended process for migrating from one email domain to another. Does not cover detailed card-feed migration edge cases or individual account recovery beyond directing users to Concierge. -keywords: [New Expensify, domain migration, change email domain, update email address, domain control] +keywords: [New Expensify, Workspaces, Domains, domain migration, change email domain, update email address, domain control] --- -If your company updates its email domain, such as from `@old-domain.com` to `@new-domain.com`, Expensify can help you migrate domain control and update employee logins. +If your company's email domain changes, such as from `@old-domain.com` to `@new-domain.com`, Expensify can help you migrate domain control and update employee logins. + +*Settings > Workspaces > Domains* **Important:** If your company uses the Expensify Card or active company card feeds, contact Concierge or your Account Manager before attempting a migration. --- -# Option 1: Automatic Domain Migration (Concierge-assisted) +## Option 1: Automatic Domain Migration (Concierge-assisted) Concierge can typically help with an automatic migration when: - The current domain or new domain is verified - Email addresses match a 1:1 format, such as `name@olddomain.com` to `name@newdomain.com` - Users have not already created separate accounts under the new email address -If those conditions apply, message **Concierge** and request a **Domain Migration**. +If these conditions are met, message **Concierge** and request a **Domain Migration**. --- -# Option 2: Manual Domain Migration +## Option 2: Manual Domain Migration Use this approach if automatic migration isn’t possible. -## Step-by-step instructions +### Step-by-step instructions 1. Add your new email address as an additional contact method on your account. - [How to update your email address](https://help.expensify.com/articles/new-expensify/settings/Update-Email-Address) 2. Claim and verify your new domain. - [Claim and verify a domain](https://help.expensify.com/articles/new-expensify/domains/Claim-and-Verify-a-Domain) -3. If you use domain groups, update group restrictions on the old domain, such as disabling any setting that prevents switching the primary contact method, then recreate the needed groups on the new domain. +3. If you use domain groups, update group restrictions on the old domain. This includes disabling any setting that prevents switching the primary contact method. Then recreate the needed groups on the new domain. - [Domain groups](https://help.expensify.com/articles/new-expensify/domains/Domain-Groups) 4. Switch your primary contact method to the new email address (swap primary and secondary emails). 5. Move any card feeds to the new domain. @@ -40,4 +42,4 @@ Use this approach if automatic migration isn’t possible. - **Note:** Any unprocessed transactions may need to be handled before migration to avoid data loss. 6. Remove/reset any legacy domain setup that is no longer needed, such as removing extra domain admins from the old domain if applicable. -If you run into any issues, or if employees already created separate accounts under the new email, message **Concierge** so Support can help you keep account history intact. +If employees already created separate accounts under the new email or you encounter errors during migration, message **Concierge** so Support can help you keep account history intact. From 265ebf745f65d91970cf7a42355f447cb48e99ba Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Tue, 27 Jan 2026 08:54:28 -1000 Subject: [PATCH 3/5] Update Domain-Members.md --- .../new-expensify/domains/Domain-Members.md | 44 ++++++++++++++----- 1 file changed, 32 insertions(+), 12 deletions(-) diff --git a/docs/articles/new-expensify/domains/Domain-Members.md b/docs/articles/new-expensify/domains/Domain-Members.md index 8d27d5a860dc9..33473db801a44 100644 --- a/docs/articles/new-expensify/domains/Domain-Members.md +++ b/docs/articles/new-expensify/domains/Domain-Members.md @@ -2,7 +2,7 @@ title: Domain Members description: Learn how to manage domain members in New Expensify. internalScope: Audience is Domain Admins. Covers inviting/adding domain members, closing accounts, and promoting members to Domain Admin. Does not cover domain verification, SAML setup, Domain Groups configuration, or account access troubleshooting. -keywords: [New Expensify, Workspaces, Domains, domain members, verify domain, domain admin, domain control] +keywords: [New Expensify, Workspaces, Domains, domain members, verify domain, domain admin, domain control, remove domain member, deactivate domain user, invite domain user, promote to domain admin, workspace admins] --- Managing domain members helps your organization control who can use Expensify with your company email domain, and which domain-level settings apply to them. @@ -17,33 +17,38 @@ Your domain must be verified before you can invite and manage members. Learn how --- -## Add a Domain Member +# How to add a Domain Member + +You can add Domain Members in two ways: automatically or manually. -There are two ways to add a domain member: 1. **Automatic signup**: Accounts created with a domain email, such as `name@yourcompany.com`, are added automatically. 2. **Manual addition**: A Domain Admin can invite members. -### Automatically add members -- **New Expensify users**: Accounts created with a domain email are automatically added as members. -- **Existing Expensify members**: Members can add their domain email as a primary or secondary contact method. Once verified, the members are automatically added to the domain. +## How Domain Members are added automatically + +Members are automatically added when they use an email from your verified domain. + +- **Members new to Expensify**: Accounts created with a domain email are automatically added as members. +- **Existing Expensify members**: Members can add a domain email as a primary or secondary contact method. Once verified, the members are automatically added to the domain. If a member has multiple contact methods, the primary contact method takes precedence. -### Manually invite a member +## How to manually invite a Domain Member + 1. Go to **Workspaces > Domains**. 2. Select your domain. -3. Open **Domain Members**. +3. Click **Domain Members**. 4. Enter the member’s email address, then click **Invite**. --- -## Close (Deactivate) a Domain Member Account +## How to close or deactivate a Domain Member's account Domain Admins can close a member’s account when they leave the company. 1. Go to **Workspaces > Domains**. 2. Select your domain. -3. Open **Domain Members**. +3. Click **Domain Members**. 4. Select the member. 5. Click **Close account**. @@ -51,11 +56,26 @@ Domain Admins can close a member’s account when they leave the company. --- -## Make a Member a Domain Admin +## How to promote a Domain Member to Domain Admin -To grant a member permission to manage domain settings, promote them to a Domain Admin. +You can give any member permission to manage domain settings by promoting them to a Domain Admin. 1. Go to **Workspaces > Domains**. 2. Select your domain. 3. Open **Domain Admins**. 4. Add the member’s email address or phone number. + +# FAQ + +## What happens if a user removes their domain email? + +If a user removes their domain email from their contact methods, they’ll no longer be listed as a Domain Member. + +## Can Domain Admins be outside the company domain? + +Yes. Domain Admins don’t need to use a domain email — they can manage the domain from any account. + +## Can I remove a Domain Member without closing their account? + +No. To remove a Domain Member, you must deactivate (close) the account. However, you can always reinvite them later. + From f22192e5b2a9d89440fe6ec9ad25d4cd8387d83a Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 16 Feb 2026 13:05:27 -1000 Subject: [PATCH 4/5] Update and rename Domain-Members.md to Manage-Domain-Members.md --- ...ain-Members.md => Manage-Domain-Members.md} | 18 ++++++++++++------ 1 file changed, 12 insertions(+), 6 deletions(-) rename docs/articles/new-expensify/domains/{Domain-Members.md => Manage-Domain-Members.md} (89%) diff --git a/docs/articles/new-expensify/domains/Domain-Members.md b/docs/articles/new-expensify/domains/Manage-Domain-Members.md similarity index 89% rename from docs/articles/new-expensify/domains/Domain-Members.md rename to docs/articles/new-expensify/domains/Manage-Domain-Members.md index 33473db801a44..42e2b06385cbd 100644 --- a/docs/articles/new-expensify/domains/Domain-Members.md +++ b/docs/articles/new-expensify/domains/Manage-Domain-Members.md @@ -1,23 +1,29 @@ --- -title: Domain Members +title: Manage Domain Members description: Learn how to manage domain members in New Expensify. internalScope: Audience is Domain Admins. Covers inviting/adding domain members, closing accounts, and promoting members to Domain Admin. Does not cover domain verification, SAML setup, Domain Groups configuration, or account access troubleshooting. keywords: [New Expensify, Workspaces, Domains, domain members, verify domain, domain admin, domain control, remove domain member, deactivate domain user, invite domain user, promote to domain admin, workspace admins] --- -Managing domain members helps your organization control who can use Expensify with your company email domain, and which domain-level settings apply to them. +# Manage Domain Members -*Settings > Workspaces > Domains > Domain Members* +Managing domain members helps your organization control who can use Expensify with your company email domain, and which domain-level settings apply to them. There are two types of members within Domain Settings: - **Domain Member**: Subject to domain rules. Members must have an email address under the domain as their primary or secondary contact method, such as `@yourcompany.com`. - **Domain Admin**: Has full control over domain settings, including adding/removing members, managing rules, and configuring security settings. Admins do not need an email address associated with the domain. +--- + +## Who can manage Domain Members + +Only Domain Admins can invite, remove, deactivate, or promote Domain Members. + Your domain must be verified before you can invite and manage members. Learn how to [claim and verify a domain](https://help.expensify.com/articles/new-expensify/domains/Claim-and-Verify-a-Domain). --- -# How to add a Domain Member +## How to add a Domain Member You can add Domain Members in two ways: automatically or manually. @@ -67,9 +73,9 @@ You can give any member permission to manage domain settings by promoting them t # FAQ -## What happens if a user removes their domain email? +## What happens if a member removes their domain email? -If a user removes their domain email from their contact methods, they’ll no longer be listed as a Domain Member. +If a member removes their domain email from their contact methods, they’ll no longer be listed as a Domain Member. ## Can Domain Admins be outside the company domain? From 57c4abdd49c43ff33976e80e34d09d6b0a81a852 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 16 Feb 2026 13:12:41 -1000 Subject: [PATCH 5/5] Update Domain-Migration.md --- .../new-expensify/domains/Domain-Migration.md | 47 +++++++++++++++---- 1 file changed, 39 insertions(+), 8 deletions(-) diff --git a/docs/articles/new-expensify/domains/Domain-Migration.md b/docs/articles/new-expensify/domains/Domain-Migration.md index 44b8893637c92..04f7247bc12dd 100644 --- a/docs/articles/new-expensify/domains/Domain-Migration.md +++ b/docs/articles/new-expensify/domains/Domain-Migration.md @@ -7,28 +7,41 @@ keywords: [New Expensify, Workspaces, Domains, domain migration, change email do If your company's email domain changes, such as from `@old-domain.com` to `@new-domain.com`, Expensify can help you migrate domain control and update employee logins. -*Settings > Workspaces > Domains* +--- + +## Before you start Domain Migration **Important:** If your company uses the Expensify Card or active company card feeds, contact Concierge or your Account Manager before attempting a migration. --- -## Option 1: Automatic Domain Migration (Concierge-assisted) +## How to migrate your domain automatically with assistance from Concierge + +This is the recommended approach when possible. + +Concierge can typically perform an automatic Domain Migration if: -Concierge can typically help with an automatic migration when: -- The current domain or new domain is verified +- The old domain or new domain is verified - Email addresses match a 1:1 format, such as `name@olddomain.com` to `name@newdomain.com` -- Users have not already created separate accounts under the new email address +- Members have not already created separate accounts under the new email address If these conditions are met, message **Concierge** and request a **Domain Migration**. +Concierge will: + + - Update login email addresses + - Transfer domain control + - Help preserve account history + +This method reduces risk and avoids duplicate accounts. + --- -## Option 2: Manual Domain Migration +## How to migrate your domain manually -Use this approach if automatic migration isn’t possible. +Use this approach if automatic migration isn’t possible. This process requires careful coordination to prevent duplicate accounts or lost history. -### Step-by-step instructions +To manually migrate your domain: 1. Add your new email address as an additional contact method on your account. - [How to update your email address](https://help.expensify.com/articles/new-expensify/settings/Update-Email-Address) @@ -43,3 +56,21 @@ Use this approach if automatic migration isn’t possible. 6. Remove/reset any legacy domain setup that is no longer needed, such as removing extra domain admins from the old domain if applicable. If employees already created separate accounts under the new email or you encounter errors during migration, message **Concierge** so Support can help you keep account history intact. + +# FAQ + +## Can I migrate my domain without losing expense history? + +Yes. If done correctly, members keep their full expense history, reports, and approvals. To avoid duplicate accounts or lost history, use Concierge-assisted Domain Migration whenever possible. + +## Do I need to verify the new domain before migrating? + +Yes. You must claim and verify the new domain before transferring domain control or updating member login emails. + +## What happens to the Expensify Card during Domain Migration? + +If your company uses the Expensify Card or commercial card feeds, contact Concierge before starting migration. Card feeds may need to be moved manually to prevent transaction interruptions. + +## Can I keep the old domain active after migration? + +Yes. Some companies temporarily keep both domains active during transition. However, once migration is complete and verified, you can remove unnecessary admins and settings from the old domain.