Trustifi User Onboarding Guide

Overview

Trustifi allows organizations to onboard users in multiple ways, each offering different levels of automation, administrative control, and scalability. The available onboarding methods include Admin-Sent Invitations, User List Onboarding via Trustifi Support, Automatic Sign-Up through the Email Relay, and Automatic Domain-Based Onboarding.

When selecting an onboarding method, administrators should consider:

• The number of users to be onboarded, both during an initial proof-of-concept and at full rollout

• Whether the organization will connect to the Email Relay or use only the Outlook or Gmail add-in

• The level of control the administrator wants over the onboarding process

This guide covers all available onboarding methods to help you determine which approach best fits your organization. For each method, the following information is provided:

• Requirements and prerequisites

• A description of how the onboarding process works

• Advantages and limitations

• The types of organizations or administrators that benefit most

Invitations Sent from Admin

Requirements

• An existing Trustifi admin (“pro”) account with sufficient available users

• “Shared Plan” setting enabled (enabled by default unless disabled)

• Organization’s domain verified with Trustifi (optional but highly recommended)

Onboarding Process

The admin logs into the Trustifi web app using admin credentials.

To invite users, the admin:

1. Navigates to Outbound Management

2. Opens the User Management tab

3. Clicks Add Users

In the pop-up window, the admin enters the users’ email addresses and can view or edit the invitation email before sending it.

Important tip:
To automatically see users’ email addresses, import contacts before inviting users.

To do this:

• Click the Import Contacts icon in the Outlook/Gmail add-in

• Or import contacts via an address book or CSV file in the Trustifi web app
  
  

Note: The values which appear {{LIKE_THIS}} are called dynamic fields. Their value changes according to the sender/recipient of the email. For example, the field {{REC.NAME}} will change to the recipient’s name when the email is sent.

After clicking Confirm, invited users appear in the user list with the status Invitation Sent.

To complete onboarding, users open the invitation email and click Join Plan, then complete a short sign-up form.

From the “User Management” page on the Trustifi web app, the admin can see which users have completed the sign-up as their “Status” will change to “Active”.

Pros

Full admin control

No technical setup required

Visibility into which users have completed signup

Cons

• Manual effort required

• Invitation emails may be missed if the domain is not verified

Appropriate For

• Organizations with a small number of users

• Organizations using only the Outlook/Gmail add-in

Provide Users List to Trustifi Support

Requirements

• Existing Trustifi admin (“pro”) account with sufficient available users

• “Shared Plan” setting enabled

• Organization’s domain verified with Trustifi (recommended)

• CSV file of users

Onboarding Process

The admin provides Trustifi support with a CSV file containing users to be onboarded.

CSV requirements:

• File format: .csv

• First row headers:
  email, name, password, country_code, phone_number

• email and name are required

• If no password is provided, Trustifi generates one

Trustifi support validates the list and onboards all users at once.

After onboarding, users receive:

1. A verification email (if the domain is not verified)

2. A Welcome email with account details and password reset instructions

All users immediately appear as Active in the User Management page.

Pros

• No manual invitations

• Bulk onboarding

• No user signup flow required

Cons

• Admin must prepare and send the CSV

• Less direct control over timing

Appropriate For

• Organizations with large user counts

• Admins who know exactly which users will join

Automatic Sign-Up via Email Relay

Requirements

• An existing Trustifi admin “Pro” account with sufficient available users

• Organization domain(s) verified with Trustifi

  • For documentation on domain verification, see our Domain Verification guide

• Outbound Email Relay configured (Microsoft 365, Google Workspace, or via Trustifi support)

  • For instructions on integrating with Office 365 and G Suite, click the tenant names to access the corresponding guides

Onboarding Process

Once Email Relay is configured, onboarding happens automatically.

When a user sends an email:

• A Trustifi account is automatically created

• The account is added to the admin’s plan

If enabled, users receive a Welcome email with a link to set a password.
Users do not need a password to use Trustifi via Email Relay—only for web app access.

Pros

• Ensures users join the correct plan

• No invitations required

• Can be combined with other onboarding methods

Cons

• Requires backend setup by Trustifi support

• Does not onboard users in bulk

Appropriate For

• Admins who want to prevent separate plans

• Organizations of any size

Automatic Domain Onboarding

Requirements

• Existing Trustifi admin (“pro”) account with sufficient available users

• “Shared Plan” setting enabled

• Organization’s domain verified with Trustifi

• Automatic domain onboarding enabled by Trustifi support

Onboarding Process

The admin will need to ask Trustifi support to set up this automatic process.

After Trustifi support enables this feature, onboarding occurs automatically when users sign up on their own.

Users can sign up from:

• The Trustifi web app

• The Outlook/Gmail add-in (using SSO)

After signup, users receive a custom Trustifi verification email.
Clicking Verify automatically adds them to the admin’s plan.

Note: This onboarding method does not necessarily replace other methods and can simply be used as a fail-safe to ensure the organization’s users do not create their own separate plans.

Pros

• Ensures users join the correct plan

• No invitations required

• Can be combined with other onboarding methods

Cons

• Requires backend setup by Trustifi support

• Does not onboard users in bulk

Appropriate For

• Admins who want to prevent separate plans

• Organizations of any size

Notes and Recommendations

• Domain verification is highly recommended for all onboarding methods

• Invitations Sent from Admin works well for proof-of-concept deployments and small user groups

• Provide Users List to Trustifi Support and Automatic Sign-Up via Email Relay scale best for large deployments

• Automatic Domain Onboarding acts as a long-term safeguard to ensure users are added to the correct Trustifi plan