Domain Claim: How to verify your domains and manage them (guide for organization owners)

Learn how to verify a domain and manage it for your organization. This step-by-step guide helps owners verify domains and handle requests to join organization by new users.

☝️ If you're a user and want to join your organization's claimed domain, follow this guide.

Shortcuts:

1. How to verify your domain
2. How to manage requests to join organization by new users
3. FAQ

How to verify your domain

To protect your organization and prevent unauthorized access, claiming your domain is essential.

If you're the owner, contact your Account Manager and provide a list of domains your organization owns. The verification process may take up to 72 hours. Once it's complete, you’ll receive a confirmation email.

After your domain is successfully claimed and verified, any user attempting to sign up or log in using that domain will be prompted to either request to join your organization or change their email to a personal one. 

Both the Owner and Admin can approve or deny these requests, giving you full control over who gains access to your organization.

How to manage requests to join organization by new users

When an employee submits a request to join your organization, you have full control over who gets access. You can approve or deny each request.

To manage these requests:

1. Go to your domain inbox and locate the email from Kahoot!.
    
2. Click on and log in to your account if needed.
   
   
    
3. Then open the “Membership requests” section to expand all pending join requests.
   
    
4. From here, you can approve or deny each request one by one.
   

FAQ

1. What is domain verification, and why is it important?
Domain verification is the process of verifying ownership of your organization's email domain. It helps prevent unauthorized access, enhances security, and allows centralized management of user accounts tied to that domain.

2. What happens when SSO+SCIM and Domain claim are both set up?
When SSO+SCIM is active, there is only one way to join the organization: through SCIM (automated user provisioning). This means users cannot request to join the organization manually.

If a SCIM provisioning is also set up, users attempting to sign up with an email address from the claimed domain will see a message informing them that they cannot use that email address to join the organization on their own. Instead, they need to be added by an organization admin via SCIM.

3. What does the domain claim experience look like for users?
The flow is the same for all account types. There are two scenarios:

For new users, signing up with a claimed domain will trigger a notice about the domain claim. Normally, they could send a membership request, but this option is unavailable for organizations using SSO+SCIM. They can choose to sign up with a different email if they don't want to join the organization.

4. How are admins notified and what do they need to do?
If membership requests are allowed, admins receive an email for each request. They can manage requests through the "Manage members" section accepting or denying them. If no action is taken within seven days, the request expires and the user is notified.

5. Can I upload a list of pre-approved users?
Yes, you can invite users directly or upload a list of users to the organization without waiting for membership requests.

6. What happens if a membership request is denied?
The user receives a standard denial email. It's not possible to add a custom note.

If a new user is denied, they'll need to use a different, non-claimed email to sign up.
If an existing user is denied, they won't be able to continue usimg their email and must change it to access their account again.

7. What notifications do users receive for acceptance or denial?
All notifications are sent via email and are the same for all user accounts regardless of type.

8. What happens to user accounts while waiting for approval?
New users’ accounts are not created until the admin accepts their membership request.

Existing users must wait until the admin reviews their request.
Users can cancel a membership request or change their email address anytime during the approval process.

9. What happens to the content for existing users who join?
Only content in the user’s private workspace (like Kahoots) might be affected. Two situations can happen:

• Content stays in the user’s private workspace.
• Content is moved into the organization’s shared workspace.
  Before a user joins, they are notified what will happen to their content.

If the user belongs to another organization, their content there remains unchanged.

10. What if teachers and students share the same email domain?
When a domain is claimed, all users with emails on that domain, including both teachers and students, must be members of the organization claiming the domain.

11. Can I delete or unverify a domain after it’s been verified?
Yes, you can remove a verified domain by contacting your Account Manager or Kahoot! support team.

12. What should I do if the domain claim fails?
Double-check the domain details submitted and contact your Account Manager or Kahoot! support team for assistance.

13. Can a domain be claimed by more than one organization?
Currently, a domain can only be claimed by one organization at a time to prevent conflicts and ensure security.

14. What happens if someone tries to sign up with a claimed domain but isn’t an employee?
They’ll be prompted to change to a personal email or will be blocked from accessing the organization until approved.

15. What should I do if I accidentally deny a request?
The user will need to resend their request. 

16. Why am I not receiving email notifications for join requests?
Check spam or junk folders, verify your notification settings, and ensure your email address is correctly registered with the organization’s admin account.

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