The importance of streamlining team member enrollment is very important when it comes to managing an organization of dozens or hundreds of members.
We introduce you to the new feature that will automate the process of integrating corporate users into the team's Pics.io space without any manual intervention.
Now, you can decide whether individuals who have email addresses associated with the company's domain will see any indication of your existing Pics.io space when they register their accounts without the participation of your team admins.
Initial setup: adding & verifying a corporate domain
First and foremost, your domain name should be added to Pics.io and verified to ensure your ownership. If your domain is already added, feel free to scroll down the article to configure automatic joining.
To add your domain:
Navigate to «My team» / «Settings» and locate the Domain section;
Insert your organization's domain in the corresponding field;
Once entered, Pics.io will prompt you to verify your ownership of the domain by creating a TXT record in the DNS settings using the provided one-time token. The entered domain won't be visible in the 'Your domains' field until verified.
Add the record to your domain registrar's dashboard and wait for it to propagate (usually takes up to 30 minutes).
Once the propagation is over, insert the domain to the corresponding field again and confirm by clicking «Add».
Invite users on verified domains with a magic link
When your domain is verified and added to your Pics.io workspace, you can enjoy the benefits of easier onboarding of new teammates.
You can manually invite corporate users (with an email on the organization's domain) to your team without an additional account verification step by the invitee. They will receive a magic link to enter your Pics.io library without a password sign up by just clicking a unique direct login link.
📚 Inviting corporate users (on the organization's domain) eliminates the possibility of your members accidentally creating their own digital libraries separate from your team.
If the system detects that the invited user is on your verified domain, the user will be automatically sent a direct login link to your team workspace asset repository and will be listed among accepted teammates.
To invite your colleagues to your Pics.io workspace:
Navigate to «Teammates» section and click «Invite new».
Enter the email address/es and assign a role.
Click «Add» to finish adding.
Once you invite user emails to your Pics.io workspace, the system will check if the invited people are on added verified domains or not.
Сorporate users (with an email on the organization's domain) will receive a magic link to access your Pics.io workspace since they are automatically accepted on the team.
Newly added corporate users do not have their regular password set up since they use a magic link; therefore they can only log in via the magic link or Sign In With Google/Microsoft.
If the user needs to use a plain password for future logins, it has to be set up upon the first login in «Security» section of «My account» settings. If the user logs out after the initial login without setting up a password, they will still be able to utilize the direct login link that was sent to them previously or reset the password and set up a new password.
If you invite a user on any other domain that is not verified and added to your Pics.io workspace, a newly invited teammate will receive an email invitation to join your team with a link to complete the registration process.
Until the complete registration and acceptance of the invite, such users will be listed among the invited, unlike the users on verified domains which are automatically listed among accepted teammates when invited.
Configure the automatic joining
To automate the get-in-the-team process, you can choose one of the following options for new users on your organization’s verified domain who are registered on their own without a sent invite:
Users with company domain email addresses won't see your Pics.io team on the storage wizard page.
Users with company domain email addresses will find your team name & will be able to send a request to join it. In case the registrees proceed with the latter, the incoming requests will have to be approved by the team managers on file. Also, there will be an option to create their own Pics.io library on the storage wizard page.
Users with company domain email addresses skip the storage wizard and go directly to your Pics.io team space. The process will not require any additional approval.
NB! Newly registered users with verified domains can automatically join their Pics.io teams as long as there are available user seats in the team.
Tip: additional user seats can be added to your plan in the Billing section
Otherwise, if all user seats are already occupied and newly registered users try joining the team, the registrees will be put in a queue and will await the final response from the team managers who have to approve or deny the request.
NB! The newly registered users will not be able to proceed past the screen and will be put on hold until their request is approved.
Team managers will see pending requests in the Teammates section of their Pics.io accounts:
FAQ:
Will I get notified of any incoming requests to join my team?
Yes, once the user has successfully auto-joined your Pics.io team or has been put on hold due to the lack of user seats available, you will receive a corresponding notification in the Notification Center and via email.
How do I know if I run out of user seats when inviting my colleagues?
If you exceed the number of teammates included in your plan while inviting people, the system will prompt you and suggest upgrading your subscription by adding additional teammates so nobody from the list misses their invite.
