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Organization Setup

Convert your account to an organization account by claiming a domain or creating an organization manually. Organization accounts enable centralized member management, policy enforcement, and collaborative features. Access organization setup through Settings > Organization.

Domain Claiming

The primary way to create an organization is by claiming a domain associated with your email address.

Eligible Domains

Domains that can be claimed for organizations:

Business Domains: Corporate email domains (e.g., @yourcompany.com)

Custom Domains: Personal or business custom domains

Domains That Cannot Be Claimed:

Free Webmail: Free email providers (Gmail, Yahoo, Outlook.com, etc.)

Disposable Emails: Temporary or disposable email services

Invalid Formats: Domains that don't meet format requirements

Claiming Your Domain

To claim a domain and create an organization:

  1. Navigate to Settings > Organization
  2. Review the domain extracted from your verified email address
  3. (Optional) Enter an Organization Name
  4. Click Create Organization to claim the domain

Domain Extraction: The domain is automatically extracted from your verified email address. To change the domain, update your email address first.

Domain Verification

After claiming a domain:

  • Automatic Verification: The domain is verified based on your email address
  • Verified Domains List: Claimed domains appear in your verified domains list
  • Seat Management: When users with emails from verified domains are added to sites, they must be organization members with seats

Verified Domains

Once a domain is claimed:

  • Display: Verified domains are displayed as chips in the Organization Settings
  • Seat Enforcement: When users from verified domains are added to sites, they must be organization members with seats
  • Domain Management: Organization administrators can view and manage verified domains

Important: Domain claiming does not automatically add users to your organization. Users must be explicitly invited to join the organization. Domain claiming ensures that when users from that domain are added to sites, proper seat allocation is enforced.

How Domain Claiming and Seat Enforcement Works

When an organization claims a domain, it establishes seat enforcement rules:

When Adding Users to Sites:

  • If a user with an email from a claimed domain is added to a site, they must be a member of an organization that claims that domain
  • The user must have a seat (active subscription) to be added to sites
  • This ensures proper billing and seat allocation

What This Means:

  • Users don't automatically become organization members just because they have an email from a claimed domain
  • Users must be explicitly invited to join the organization
  • Once they're organization members with seats, they can be added to sites
  • This prevents adding users to sites without proper organization membership and seat allocation

Example Scenario:

  1. Organization claims @example.com domain
  2. User john@example.com creates a Clear Ideas account (not automatically an org member)
  3. Organization invites john@example.com to join the organization
  4. John accepts the invitation and becomes an organization member with a seat
  5. Now John can be added to sites because he's an organization member with proper seat allocation

Creating Organizations Without Domain Claim

If your domain cannot be claimed (free webmail, disposable email, etc.), you can still create an organization:

  1. Navigate to Settings > Organization
  2. Click Create Organization or Edit (if no organization exists)
  3. Enter your Organization Name
  4. Save the organization

Manual Creation: Organizations created without domain claim function similarly but don't have automatic domain-based membership.

Limitations of Non-Domain Organizations:

  • No automatic user membership based on email domain
  • Manual member invitation required
  • No domain verification benefits

Organization Name Management

Setting Organization Name

Your organization name appears in:

  • Organization member lists
  • Billing and administrative contexts
  • Organization identification throughout Clear Ideas

To Set or Update Organization Name:

  1. Navigate to Settings > Organization
  2. Click Edit next to the organization name (or Create if no name exists)
  3. Enter your organization name
  4. Click Save or Create Organization

Organization Name Best Practices

Be Descriptive: Use a name that clearly identifies your organization

Professional: Choose a professional name appropriate for business contexts

Consistent: Use the same name format as your business or domain

Unique: Ensure the name distinguishes your organization from others

Seat Utilization

After creating an organization, monitor seat usage:

Understanding Seats

Seats: Each active organization member consumes one seat

Included Seats: Your plan includes a certain number of seats

Used Seats: Number of active members currently using seats

Available Seats: Remaining seats available for new members

Seat Utilization Display

The Organization Settings page shows:

  • Total Seats: Total seats included in your plan
  • Used Seats: Current number of active members
  • Available Seats: Seats remaining for new members
  • Progress Bar: Visual indicator of seat usage

Seat Monitoring: Monitor seat utilization to plan for member additions and potential plan upgrades.

Organization Status

After Domain Claim

Once you've successfully claimed a domain:

Success Message: You'll see a confirmation that the domain was claimed successfully

What Happens:

  • Domain appears in verified domains list
  • Organization features become available
  • Seat enforcement is activated for users from that domain

Important: Users with your domain email do not automatically join your organization. They must be explicitly invited. Domain claiming ensures that when users from that domain are added to sites, they must be organization members with proper seat allocation.

Organization Information Display

The Organization Settings page displays:

  • Organization Name: Your organization's name
  • Verified Domains: List of claimed domains
  • Seat Utilization: Current seat usage and availability
  • Member Count: Number of organization members

Best Practices

Domain Selection

Use Business Email: Claim domains using your business or organization email address

Verify Email First: Ensure your email is verified before claiming domains

Coordinate with Team: Coordinate domain claiming with your organization's IT or administration team

Organization Naming

Official Name: Use your organization's official name

Consistency: Match your organization name with your domain and business identity

Clarity: Choose a name that's clear and professional

Seat Planning

Monitor Usage: Regularly check seat utilization

Plan Ahead: Plan for member additions before reaching seat limits

Upgrade When Needed: Consider plan upgrades when approaching seat limits

Troubleshooting

Domain Cannot Be Claimed

Check Email Type: Verify your email is from a claimable domain (not free webmail)

Update Email: Change your email address to a business domain if needed

Contact Support: If you believe your domain should be claimable, contact support

Organization Creation Issues

Verify Email: Ensure your email address is verified

Check Permissions: Verify you have permission to create organizations

Try Manual Creation: If domain claiming fails, try manual organization creation