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Allowing users with certain email domain(s) to join automatically

Organization admins can add allowed email domains to their organization settings so that anyone with those email domains can automatically join their organization (without explicitly inviting them). To update your organization’s allowed email domains setting, go to the General section of your Organization settings.
The General page of Organization settings, reached from the gear menu, with the Allowed email domains panel highlighted
In the Allowed email domains panel, enter the email domain(s) you want to be able to automatically join your organization (e.g. here, we’ve added lightdash.com). Generic email domains like gmail.com or hotmail.com are not accepted. You can then select the access that you want these users to have by default: Organization Editor, Organization Interactive Viewer, Organization Viewer or Organization Member. It starts as Organization Viewer, so people who join this way can’t use features that need a higher role until you change it. The organization Admin can always update a user’s permissions after they’ve joined!
The Allowed email domains panel with lightdash.com added and the Default role dropdown open on Organization Editor
If you want to add default permissions that are different across each project, you can select the organization role of Organization member, then set the project access for each project. Each project you add starts as Viewer, so pick Interactive Viewer or Editor if people need more.
The Allowed email domains panel with the default role set to Organization Member and a Project access row granting Viewer on one project
Once you’ve selected the default roles for your allowed email domains, make sure to click Update to save your changes.
The Allowed email domains panel with per-project access configured and the Update button at the bottom right
Now, when a user tries to join Lightdash, they will be prompted to join your workspace if they have one of your allowed email domains.
A Join a workspace screen offering the Lightdash workspace, open to anyone with a lightdash.com address, or Create a new one
Only people who have verified their email address see this prompt. Signing in with SSO verifies it; otherwise Lightdash sends a verification email, so a self-hosted instance needs SMTP configured. Without SMTP or SSO, invite people individually instead. The prompt also offers Create a new workspace. On an instance that allows more than one organization, someone who picks it gets a separate organization of their own, and you can’t invite them until they leave it. Allowed email domains don’t prevent this, and no organization setting hides the option, so ask colleagues to join your workspace instead.

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Setting a Default Project

In the Organization settings you can set a default project. This is the project users will see when they log in for the first time or from a new device. If a user does not have access, they will see their next accessible project.

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Inviting new users individually

To invite your teammates individually, click on Organization settings —> Users & groups —> Add user.
The Users and groups page in Organization settings, with the Add user button highlighted above the list of users and their roles
You then need to input the email address of the user you want to invite and select the role you want to assign them. Read more about user roles and permissions in Lightdash here. Once you hit Send invite, we’ll send an email to the new user with their invite link. The confirmation also shows the invite link with a copy button, so you can share it another way. On an instance without email configured, Lightdash sends no email and you share this link instead. If someone accepts an invite or email sign-in code without entering their name, their account keeps an empty name until they set one in Settings → Profile or sign in with Google — see Who is “Unknown user”? for how that shows up elsewhere.
An email address can only belong to one Lightdash organization at a time, so inviting an email that already has an account in another organization fails with Failed to create invite link. Project invites hit the same rule, because accepting one also joins the person to the organization. To switch organizations, the person must leave their current organization first, or sign up with a different email address or alias.
The Add user dialog with an email address entered, the role set to editor, and a Send invite button
Once you’re done inviting users, you can head back to the list of users in the Users & groups tab, scroll to the bottom and see all of the pending invitations for your project. You can also re-generate an invite link if you need to! Invite links expire after 3 days by default. Organization admins can set this to between 1 and 7 days in Organization settings → General → Invitations → Invite link expiration. The change applies to new invite links; existing links keep their expiry.
A user list where two rows carry a Pending badge and a Send new invite link beside the invited email address

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Help a user who can’t sign in

Check that the user signs in at the same Lightdash URL their invite came from. An account belongs to one Lightdash instance, so signing in or requesting a password reset at another instance’s URL fails. To set a new password, the user clicks Forgot your password? on the login page. The reset link expires after 24 hours; if it has expired, they request a new one. Admins can’t reset another user’s password.