Organizations & Multi-Tenancy

SpoofWard's organization structure allows you to manage multiple domains and team members in a unified environment. This guide explains how organizations work and how to manage them.

What is an Organization?

An organization is a container that groups:

  • Domains - Email domains you monitor
  • Team Members - Users with access to those domains
  • Settings - Shared configurations and preferences
  • Billing - Subscription and payment information

You can have one organization per account, managing unlimited domains within it.

Organization Model

Account → Organization → Domains & Team Members

Creating an Organization

When you sign up for SpoofWard, you create your first organization:

  1. Sign up at spoofward.com
  2. Enter organization name (your company name)
  3. Verify domain ownership (at least one domain required)
  4. Complete setup - Your organization is ready

The account owner automatically becomes the organization Owner.

Organization Roles

Team members can have different permission levels:

Owner

  • Full access to all features
  • Manage team members
  • Change billing and plan
  • Delete organization
  • Cannot be removed (at least one Owner must exist)

Use this role for:

  • Yourself or primary account holder
  • Senior executives who need full control

Admin

  • All domain and configuration access
  • Can manage team members (add/remove)
  • Can manage DNS records and policies
  • Cannot change billing
  • Cannot delete organization

Use this role for:

  • IT managers
  • Security team leads
  • Domain administrators

Analyst

  • View all domains and reports
  • Can configure DNS records and policies
  • Cannot invite new team members
  • Cannot delete domains

Use this role for:

  • Security engineers
  • Email administrators
  • Operations team members

Viewer

  • Read-only access to all data
  • Can view reports and dashboards
  • Cannot make any changes
  • Cannot invite members

Use this role for:

  • Executives reviewing reports
  • Auditors
  • Consultants reviewing configuration

Managing Organization Settings

Access organization settings:

  1. Click your organization name (top-left of dashboard)
  2. Select Organization Settings
  3. Manage various options

Basic Settings

Organization Name

  • Display name for your organization
  • Used in reports and team invitations

Logo

  • Upload company logo
  • Displayed in dashboard and reports

Description

  • Optional notes about your organization
  • Internal use only

Email & Notifications

Default Email Address

  • Primary contact for alerts
  • Where to send important notifications

Enable Notifications

  • Choose notification types:
  • DNS record changes
  • DMARC policy updates
  • Alerts from threat intelligence
  • Weekly report digest

Regional Settings

Timezone

  • Used for scheduled reports and timestamps
  • Affects when scheduled tasks run

Language

  • Interface language
  • Affects reports and communications

Managing Team Members

Inviting Team Members

  1. Go to Organization Settings → Team
  2. Click Invite Member
  3. Enter their email address
  4. Select their role (Admin, Analyst, Viewer)
  5. Click Send Invitation

Invitee receives email with joining link. They can:

  • Accept invitation and join your organization
  • Already have SpoofWard account? Auto-joins
  • New to SpoofWard? Sign up then joins

Managing Members

View all team members:

  1. Organization Settings → Team
  2. See all members and their roles
  3. Click member to manage:
  • Change Role - Update their permission level
  • Resend Invitation - Re-send joining link if expired
  • Remove - Remove member from organization

Member Activities

Track what team members are doing:

  1. Audit Log (Enterprise plan)
  2. View all actions taken by team members
  3. See timestamps and what was changed
  4. Useful for compliance and troubleshooting

Domains in Organization

Adding Domains

Follow the "Adding a Domain" guide for step-by-step instructions.

All domains in your organization:

  • Share the same team members (by role)
  • Use the same billing plan
  • Have unified reporting

Switching Between Domains

With multiple domains:

  1. Click domain selector (top of dashboard)
  2. Choose which domain to view
  3. Dashboard updates to show selected domain
  4. All tools reference the selected domain

Domain-Specific Settings

Each domain has individual settings:

  • DMARC policy (p=none/quarantine/reject)
  • Email notifications
  • DNS records
  • Sender discovery
  • Compliance timeline

Adjust per-domain as needed.

Billing & Plans

All domains in your organization share one billing plan.

Plan Limits:

  • Free - Up to 3 domains
  • Starter - Up to 3 domains
  • Pro - Unlimited domains
  • Business - Unlimited domains
  • Enterprise - Unlimited domains + custom features

Changing Plans

  1. Organization Settings → Billing
  2. Choose Plan
  3. Follow checkout process
  4. New plan takes effect immediately

Upgrading enables new features. Downgrading may disable some.

Team Plan Overage

If you invite more team members than your plan allows:

  • Free/Starter - 1 team member (you)
  • Pro - Up to 3 members
  • Business - Up to 5 members
  • Enterprise - Unlimited members

Exceeding limit? Upgrade plan or remove members.

Multi-Domain Features

Bulk Operations

With Business+ plans, perform actions across domains:

  1. Tools → Domain Bulk Actions
  2. Bulk Scan - Scan all domains at once
  3. Bulk Export - Export reports for all domains
  4. Bulk Delete - Remove multiple domains

Consolidated Reporting

View metrics across all domains:

  1. Deliverability → Dashboard - See all domains
  2. Filter by domain
  3. Compare authentication rates
  4. Track overall security posture

Cross-Domain Settings

Some settings apply organization-wide:

  • White-Label Branding - Custom logo and colors
  • Email Notifications - Default alert recipients
  • Alert Channels - Email, Slack, webhooks for alerts
  • Monitoring - Threat alerts and reports

Organization Best Practices

Role Assignment

Owner Role:

  • Limit to 1-2 people (account holders)
  • Change password regularly
  • Enable 2FA

Admin Role:

  • Technical team members
  • Can manage DNS and policies
  • Good for IT managers

Analyst Role:

  • Day-to-day operators
  • Configure senders
  • Respond to alerts

Viewer Role:

  • Executives and stakeholders
  • Read reports
  • Can't accidentally change settings

Regular Audits

Quarterly:

  1. Review team membership
  2. Remove inactive members
  3. Update roles as needed
  4. Check if plan still fits

Monthly:

  1. Review audit log
  2. Confirm no unauthorized changes
  3. Check for suspicious activity

Backup Ownership

Always have 2+ Owners:

  • Primary owner
  • Backup owner (IT director, etc.)
  • Ensures access if primary leaves

Organization Hierarchy

Single Organization (Most Common)

One organization managing all your domains:


Account
  └── Organization (MyCompany)
      ├── Domain: example.com
      ├── Domain: sales.example.com
      ├── Domain: newsletter.example.com
      └── Team Members: 5 people

All team members have access to all domains.

Multiple Organizations (Advanced)

Some cases warrant separate organizations:

  • Subsidiaries - Separate brands/companies
  • Managed Services - White-label for clients
  • Dev/Staging - Testing environment separate from production

Create additional organizations by:

  1. Creating a new SpoofWard account
  2. Creating organization in that account
  3. Managing separately

White-Label Branding

For MSPs or agencies, customize SpoofWard's appearance:

  1. Organization Settings → White-Label
  2. Upload your logo
  3. Choose color scheme
  4. Customize report headers
  5. Team sees your branding, not SpoofWard

Available in Business+ plans.

Integrations & API

API Access

Organization-level API:

  1. Settings → API Tokens
  2. Generate token
  3. Use to access domains, reports, etc.
  4. Useful for:
  • Automated reporting
  • Integrations
  • Bulk operations

Webhooks

Configure webhooks for:

  1. New DMARC reports arriving
  2. DNS record changes
  3. Policy updates
  4. Threat alerts

Webhooks sent to configured URL. Integrate with:

  • Slack
  • PagerDuty
  • Custom applications
  • Automation tools

Compliance & Security

Data Isolation

  • Organization data is completely isolated
  • No cross-organization data sharing
  • SOC 2 certified

Audit Logging

Enterprise plans include:

  1. Complete audit log of all actions
  2. Who made changes and when
  3. What was changed (before/after)
  4. Export for compliance (required formats)

GDPR & Privacy

SpoofWard respects all data privacy:

  • Data deletion - Remove member data
  • Data export - Get all your data
  • Right to be forgotten - Delete account and all data
  • Data retention - Set policies for report retention

Troubleshooting

Can't Invite Team Member

Check:

  • Valid email address
  • Member hasn't exceeded limit for your plan
  • Email not already used by someone in your org

Team Member Can't See Domain

Verify:

  • They accepted the invitation
  • They have at least Viewer role
  • Domain is in the same organization

Need to Change Plan

  1. Organization Settings → Billing
  2. Select new plan
  3. Process payment
  4. Changes apply immediately

Related Documentation

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