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How to have a specific domain join your Hive Workspace automatically

To allow users to join your Hive Workspace, you can restrict them to a specific domain. Find out how this is done.

A team working on project planning.
Image: fauxels/Pexels

Project management solutions like Trello, ClickUp, monday.com, and Asana make it easy to add users to a project so they can work together to see the project through. Some solutions allow you to allow users to join your Workspace without you or your administrators having to deal with the process.

That self-help style of getting involved can certainly make it easy for you. However, it can also cause problems if someone who shouldn’t have access to the project joins. If that were to happen, the rogue user could certainly do a little damage to your project. Even worse, that unwanted user could steal sensitive project data.

SEE: Hiring Package: Project Manager (Tech Republic Premium)

If you happen to use Hive as your project management platform of choice, there’s a handy option that lets you enable automatic registration but restrict it to a specific domain. Your company may have the mybiz.com domain and want every user in the @mybiz.com email domain to automatically join the Workspace. This is quite easy to configure with Hive.

The caveat with this feature is that you can only add one allowed domain, so if you have people in another email domain, you’ll have to go back to the manual method of adding them. However, once you’ve added your corporate email domain to Hive, you’ll dramatically reduce the number of users you have to add manually.

One thing to keep in mind is that restricting access through the email domain is all about the workspace and not the projects. You can allow users associated with your company’s email domain to self-register for your Hive Workspace, but you must manually add them to the project.

I’ll show you how to add an email domain to Hive to ease your user enrollment task.

What you need to automatically admit a specific domain to your Hive Workspace

All you need is a valid Hive account and a user login with administrative privileges. You can configure this on the free or paid accounts.

One thing to keep in mind is that you only get one Workspace with Hive. While you can create multiple projects in that workspace, you can restrict auto-registration for a single domain to the workspace. That limits Hive to smaller organizations that can get by with a single one. For larger organizations that need several for different regions or departments, Hive may not be the best choice.

Configure a single domain for automatic registration

Log in to your Hive account as a user with administrative privileges. Once you have successfully logged in, click on your profile icon in the top right corner of the window.

From the resulting pop-up menu (Image A), click Settings.

Image A

The Hive Admin pop-up menu.
The Hive Admin pop-up menu.

In the Settings window, look for Allowed domain (Figure B).

Figure B

The Allowed Domain item in the Hive Settings window.
The Allowed Domain item in the Hive Settings window.

Click the checkbox to allow users to automatically join the workspace with an allowed email domain, then type the domain you want to allow in the form of mybiz. com. You do not need to save, this is done automatically.

How users can join your Hive Workspace

Now that you’ve enabled your corporate email domain for self-registration, you need to find the URL you want to send to those users so they can join the workspace.

Navigate to the project you want them to join and click More in the top right corner of the window. From that pop-up menu (Figure C), click Copy link to project.

Figure C

Copy the link to your project to share with those on the allowed email domain.
Copy the link to your project to share with those on the allowed email domain.

With the copied link, you send it to those on your email domain. Those users can then follow that link and access the project. If any of those users don’t already have a Hive account, they’ll be prompted to create one.

After successfully creating/validating their account, those users will have access to the project associated with the Workspace. As you might expect, this is the caveat to the caveat I mentioned earlier. You can invite users to a specific project within your workspace.

Another warning for Hive Workspaces

Even after you allow your domain and copy a project link to those users, they won’t be able to access the project after they sign up. To do this, you need to invite those users via the Invite Project Page button and assign them the projects you want them to access (Figure D).

Figure D

Add a new user to a specific project using the Invite feature.
Add a new user to a specific project using the Invite feature.

After a new user is invited to a specific project, they still can’t see the project they were invited to. Finally, to allow them access to the project, you need to click on the profile icons in the top left corner of the project page, click +, type the invited user’s email address in the resulting popup, select their access level and click Invite (Figure E).

Figure E

Invite a user to a project.
Invite a user to a project.

A complicated but effective process

Once you understand that restricting workspace email domains and adding users to projects are completely different tasks, it makes sense. Even with this bit of confusion, if you want to restrict self-registration for your Hive Workspace, this is the way to go.

Subscribe to TechRepublic’s How to make technology work on YouTube for the latest technical advice for business professionals from Jack Wallen.

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