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Signing up

You sign up with a work email address. Personal email domains (Gmail, Yahoo, iCloud, Outlook.com, and similar consumer providers) are rejected — Swan requires a business email to register or log in. The first person from a company domain to sign up creates the organization and automatically becomes an Admin. Everyone who signs up afterward with the same email domain automatically joins that same org.

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Domain auto-join

By default, anyone with a matching email domain can join your org just by signing up — no invite required. An Admin can turn this off at Settings → Team (“Allow domain sign-up”), which means new sign-ups from your domain are rejected until an Admin invites them directly. When auto-join is on, an Admin also controls what role new joiners get by default (“Default role for new users” on the same Settings → Team page). Out of the box that’s Member, but it’s configurable per org.

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Inviting people directly

Admins can invite someone by email from Settings → Team regardless of domain auto-join settings. An invited user is created in an “invited” state and becomes active the first time they log in. If someone was previously removed from your org, an Admin can re-invite them from the same page — they aren’t permanently blocked.

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Seat limits

How many people can hold a seat (Admin or Member) is set by your plan — a base number of seats plus any additional seats you’ve purchased, up to a maximum your plan allows. Viewers don’t count against your seat limit. Both auto-join and direct invites check your seat limit before letting someone in. If you’re at capacity, the join or invite is blocked with an error until you free up a seat or purchase more.

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Exceeding your seat limit

If your seat count drops below the number of seated users — for example, after a plan downgrade or when your trial ends — Swan automatically converts the excess users to Viewer, starting with the most recently added Members and keeping Admins first. Nobody is removed from the org; the affected accounts simply lose write access until you either upgrade or manually adjust roles.

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Removing people

An Admin can remove (“delete”) a user from Settings → Team. This soft-deletes their access — they can’t log in, and their seat is freed up immediately. Removed users can be re-invited later; re-inviting restores their access rather than creating a new account.

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Belonging to more than one organization

Your Swan account is tied to your work email, and the same account can belong to more than one organization at once. This happens when you’re invited into another org: an admin there invites the email you already use, which adds that org to your account without changing the org you originally signed up under. (Domain auto-join only ever places you in your first org — it never adds you to additional ones.) Each membership carries its own role. You might be an Admin in the org you created and a Member or Viewer in an org you were invited into — roles are per-organization, not global, so what you can do changes depending on which org you’re working in. You’re only ever working in one organization at a time. Switch between them with the organization selector in the bottom-left corner of the app: pick an org and everything — companies, contacts, sequences, triggers, credits, and your role — switches to that org. Data never crosses between organizations; each request is scoped to the single org you’re currently in. One of your orgs is your primary org (the one you signed up under); the rest are ones you’ve been invited into, and they all work the same way once you’re in them.

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Common questions

Can I sign up with a personal Gmail account? No. Swan blocks common personal email domains at sign-up and login; you need a work email. What happens the moment I sign up with a work email that matches an existing org? If domain auto-join is enabled for that org and there’s a free seat, you join automatically with the org’s configured default role. If auto-join is disabled, you’ll see a message asking you to get invited by an Admin instead. Who becomes Admin when a new org is created? Whoever signs up first from that email domain. Does removing a user free up a seat immediately? Yes. Can I change what role new domain joiners get by default? Yes, an Admin can set the default role for new sign-ups at Settings → Team. What happens to my seat if I’m downgraded to Viewer for being over the limit? You keep your account and your data access as read-only; an Admin can restore your role from Settings → Team once there’s room under the seat limit, or after upgrading the plan. Can I belong to more than one Swan organization with the same email? Yes. If you’re invited into another org using the email you already use for Swan, your existing account gains access to it too — no separate login. Switch between your orgs from the organization selector in the bottom-left corner. Do I have the same role in every organization I belong to? No. Roles are set per organization, so you could be an Admin in one and a Member or Viewer in another. Your permissions always reflect the org you’re currently in.