Enrollment Modes and Approved Domains

MentorNeko gives you two enrollment modes to control how members join your organization. The right choice depends on whether you have a defined roster you want to enforce, or an open community where you want to remove friction for qualified members to self-serve.

INVITE_ONLY Mode

In INVITE_ONLY mode, a member can only log in if they are already on your roster. If someone tries to log in with an email address that does not match an existing member record in your organization, they are turned away, regardless of what email domain they use.

This mode is appropriate when:

• You are running a controlled cohort program with a specific, pre-selected participant list.
• Your organization has multiple groups with distinct subdomain environments and you want firm separation.
• You are piloting the platform with a small group before a broader rollout.
• Membership requires a specific qualification or approval step outside the platform.

In INVITE_ONLY mode, you are responsible for building and maintaining the roster through manual invites or CSV imports before any member can access the platform.

DOMAIN_AUTO Mode

In DOMAIN_AUTO mode, anyone who logs in with an email address from an approved domain is automatically provisioned as an ACTIVE member and enters the onboarding wizard without any admin action.

This mode is appropriate when:

• Your organization has a large membership and individual invitation management would be operationally burdensome.
• All members of a known organization or association are eligible to participate.
• You want the program to be self-serve for discovery and enrollment.

DOMAIN_AUTO mode is particularly common for professional associations, where membership is managed externally and the email domain is a reliable proxy for eligibility.

Configuring Approved Domains

When DOMAIN_AUTO is enabled, you must specify which email domains are approved. Only addresses from these domains will be auto-provisioned.

To add a domain:

1. Navigate to Admin > Settings > Enrollment.
2. Set the mode to Domain Auto.
3. In the Approved Domains field, enter the domain (for example, acme.com or pmi-toronto.org).
4. Click Add Domain.

You can add multiple domains. This is useful for organizations where members may have addresses from different affiliated domains.

Domain matching is always case-insensitive. user@Acme.com and user@acme.com are treated as the same domain.

Remove a domain at any time by clicking the remove button next to it. Removing a domain does not affect existing members who self-registered through that domain; it only prevents future auto-provisioning.

How Seat Capacity Interacts with Each Mode

Seat capacity is enforced across both enrollment modes, but in slightly different ways.

In INVITE_ONLY Mode

The seat check happens when you invite a member or when you activate a PROVISIONED member. If you are at your seat limit, the invite will fail and you will see a capacity error. The dashboard capacity widget gives you a real-time read on available headroom before you attempt to invite.

In DOMAIN_AUTO Mode

The seat check happens at the moment a new member self-registers. If your organization is at its seat limit when someone tries to log in for the first time, they are turned away with an explanation. They can try again later, or you can increase your seat limit or free up seats by deactivating inactive members.

What Counts Against Seats

Only ACTIVE and INVITED members consume a seat:

• ACTIVE: Verified and onboarded members.
• INVITED: Members who have received an invitation but not yet verified.

PROVISIONED members, which exist in your roster but have not been invited, do not consume a seat. This means you can import a large roster in INVITE_ONLY mode and stage hundreds of members without impacting your seat count until you are ready to activate them.

Switching Between Modes

You can switch enrollment modes at any time in Admin > Settings > Enrollment. Switching from DOMAIN_AUTO back to INVITE_ONLY immediately removes the ability for new members to self-register, but does not affect any members who already registered while DOMAIN_AUTO was active.

If you are planning a switch, communicate it to members or stakeholders in advance so no one is caught off guard by a change in the login experience.