Managing Organization Email Domains

The APIC Organizational Membership Self-Service Portal allows authorized company administrators to manage the email domains associated with their organization.

This feature helps your organization identify contacts who use your company email addresses and encourages organizational members to keep their preferred email addresses aligned with your organization's requirements.

What can you do with email domain management?

As a company administrator, you can:

• Add, edit, or remove company email domains.
• Manage multiple domains if your organization uses more than one.
• Identify which domains organizational members should use for their preferred email addresses.
• Enable automatic email reminders for members whose preferred email addresses do not match your organization's required domains.

Accessing email domain settings

1. Sign in to your APIC account.
2. Open the Organizational Membership Self-Service Portal.
3. Navigate to the Company domains section.
4. Review the domains currently associated with your organization.

Adding a company email domain

1. Select Add domain.
2. Enter your organization's email domain, such as example.org.
3. If members should be required to use this domain as their preferred email address, select Required for organizational members.
4. Select Save.

You can add multiple domains. For example, an organization might use hospital.org and healthsystem.org.

Enter only the domain name, without the @ symbol. Personal email providers, such as Gmail, Yahoo, and Outlook.com, cannot be added as company domains.

Understanding the "Required for organizational members" setting

Each domain has a setting called Required for organizational members.

When enabled, the domain is considered an accepted email domain for active organizational members.

For example:

In this example, organizational members should use a preferred email address ending in either @hospital.org or @healthsystem.org.

Members using another domain will receive an automated reminder to update their preferred email address.

If no domains are marked as required, no domain-related reminders will be sent.

How automatic email reminders work

When at least one domain is marked as required, APIC automatically checks the preferred email addresses of active organizational members.

If a member's preferred email does not match any required domain:

1. APIC sends an email asking the member to update their preferred email address.
2. The email identifies the accepted domains for their organization.
3. If the member does not update their preferred email, APIC sends a reminder every 14 days.
4. Reminders stop automatically once the member updates their preferred email to an accepted domain.

The first reminder is sent during the next scheduled eligibility check.

Important: These reminders do not prevent members from signing in, accessing their membership benefits, or maintaining their organizational membership. Their membership remains active, and the system does not automatically change their email address.

Only the member's preferred email address is checked. Having a matching alternate email address does not satisfy the requirement.

Editing or removing an email domain

To update an existing domain:

1. Locate the domain in the Email domains section.
2. Select Edit to change its settings, or Remove to delete it.
3. Review the change and confirm.

If you remove the last required domain or turn off its required setting, automatic email domain reminders will stop.

Removing a domain does not remove existing organizational memberships.

How email domains help manage your organization

Email domains also support the association of APIC contacts with your organization.

For example, a person with a matching company email domain may be automatically associated with your organization and appear under Available Contacts in the organizational membership portal.

Being associated with an organization does not automatically provide an organizational membership. The individual must still be assigned a membership seat through the normal roster management process.

Frequently asked questions

Can we have more than one required email domain?

Yes. You can select multiple domains. Members only need to use a preferred email matching one of them.

What happens if a member uses a personal email address?

If your organization has required domains enabled, the member will receive reminders to update their preferred email. Their membership and access will not be affected.

Can we add a subdomain?

Yes. Subdomains must be added individually. For example, staff.example.org does not automatically match example.org.

Does adding a domain automatically make someone an organizational member?

No. Domain matching can help associate contacts with your organization, but membership seats must still be assigned separately.

Can we turn off automatic reminders?

Yes. Clear the Required for organizational members setting for all listed domains. You do not need to remove the domains themselves.

Who can manage our organization's email domains?

Only authorized company administrators with access to the organization's portal can manage domain settings.

Need assistance?

Contact the APIC Membership Team if you need help with your organization's email domains or have questions about the automatic reminders.