Overview

Registering your organization’s email domain allows Bentley to verify users signing up with a specific domain belong to your organization. Once a domain is verified, administrators can enable automatic user approval, allowing new users with matching email domains to be automatically added to the organization without manual review.

This reduces administrative overhead and ensures users can quickly access Bentley products and services.

Domain registration and auto‑approval are managed in the Admin Portal by Account Admins.

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Before you begin

• You must be an Account Admin for the organization.
• You can only register private domains owned by your organization (for example, company.com).
  Public domains such as gmail.com or outlook.com cannot be registered.
• You must have access to either:
  • Your organization’s DNS configuration, or
  • Your organization’s website hosting environment (for HTML file upload).

If you do not have the above access, speak to your company IT admin or provider.

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Step 1: Navigate to Owned domains

1. Sign in to the Bentley Admin Portal
2. Go to Account
3. Select Owned domains

Here you can view all domains associated with your organization, including their ownership and verification status.

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Step 2: Add a new domain

1. Select Add domain.
2. Choose whether to register the domain via a DNS TXT record or by uploading a HTML file. In both cases, to claim a domain, you'll need to log into your domain provider (e.g., Amazon, Hostinger, Godaddy, etc.). If you don't have access, ask your IT admin or provider for help.

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Step 3: Verify domain ownership

Adding a domain initiates the ownership verification process required before the domain can be used for auto‑approval. To confirm that your organization owns the domain, choose one of the following verification methods.

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Option A: Verify using a DNS TXT record

Add a unique text string that we provide to your DNS settings. This proves you have administrative access, which confirms your ownership of the domain.

1. Enter your organization’s email domain or subdomain (for example, company.com or subdomain.company.com) see additional instructions for subdomains below.
2. Enter the email address of the domain owner or administrator.
3. Continue to the domain verification step.
4. Copy the TXT record value provided in the Admin Portal.
5. Sign in to your DNS provider (for example, where your domain is managed).
6. Add a new TXT record:
   • Host / Name: as provided
   • Value: the copied verification token

1. Save the record.
2. Return to the Admin Portal and select Verify domain.

Once the TXT record is detected, the domain status updates to Verified. Please not it can take up to 48 hours for verification to be completed depending on your hosting provider.

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Option B: Verify using a HTML file upload

Upload a unique HTML file that we provide to the root directory of your website. This proves you have the ability to manage your site's files, which confirms your ownership of the domain.

1. Download the HTML verification file provided in the Admin Portal.
2. Upload the file to the root directory of your public website (for example, https://company.com/verification.html).
3. Ensure the file is publicly accessible.
4. Return to the Admin Portal and select Verify domain.

When the file is successfully validated, the domain status updates to Verified.

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Step 4: Enable automatic user approval

After a domain is verified:

1. Locate the domain in the Domains list.
2. Enable the Auto‑approve users toggle (or checkbox).
3. Save your changes.

When auto‑approval is enabled, users who register with an email address matching the verified domain are automatically approved and added to the organization. 

When auto-approval is disabled, users will appear in the Access requests tab in the User Directory and require Admin approval before being added to the account.

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Step 5: Manage existing domains

From the Domains page, administrators can:

• Enable or disable auto‑approval per domain.
• View verification status (for example, pending or verified).
• Remove a domain from the organization if it is no longer required.

Removing a domain stops automatic approval for that domain and may require future users to be manually approved.

 

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Verification of Sub-domains via DNS TXT record

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What happens for end users

• Users who sign up with a verified, auto‑approved domain are automatically added to the organization without administrator intervention.
• If auto‑approval is disabled, users must be manually approved by an administrator before gaining access. 

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Troubleshooting tips

• DNS changes can take time to propagate depending on your provider.
• Ensure only one verification method is used per domain.
• If verification fails, confirm the domain name and verification token match exactly.