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.
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.
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.
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.
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.
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.
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.
