Email domain migration

When an organization changes its corporate email domain (e.g., from @old-company.com to @new-company.com), Salescaling does not have an automated process to update existing users' emails.

Access identity on the platform is linked to the email address with which each person registered or was invited. A user with a different domain is treated as a new account, even if they represent the same person.

Impact on access and persistence

If a user stops using their old email without following this procedure:

They will not be able to log in with the new domain to the existing account.
They will lose access to meetings, calls, contacts, opportunities, and other resources associated with the old account.
Connected integrations linked to the previous email (calendar, video calls, CRM, etc.) will stop syncing for that identity.
Automatic team access and privacy rules based on internal domains may be affected if not updated.

The organization's history is not lost: it remains linked to the old account until an administrator transfers ownership of those resources and deletes the obsolete user.

Recommended procedure

Perform the migration user by user (or in coordinated batches). Only users with an Admin or Owner role can perform these steps.

1. Invite users with the new domain

Go to Users.
Send an invitation to each person with their new email (user@new-company.com).
Assign the same role they had in the old account (Admin, Regular, or Read Only).
Add the user to the same teams they had before, if applicable.

Ensure you have available seats before inviting. See Seats if you need to increase capacity.

2. Wait for them to accept the invitation

Each person must:

Open the invitation email.
Complete the registration with the new email (Google, Microsoft, or email with OTP).
Verify that they can access the platform with the correct role and teams.

Do not delete the old account until you confirm the new one is operational.

3. Transfer resource ownership and delete the old account

Once the user with the new domain is active:

In Users, locate the old account.
Click Delete user.
In the Transfer ownership to field, select the user with the new email.
Confirm the deletion.

When deleting a user with ownership transfer, Salescaling reassigns the resources owned by the old account to the destination user, including:

Meetings and calls
Contacts, companies, and opportunities
Teams, calendars, and smart categories
Playlists, meeting notes, voice notes, and support tickets

4. Reconfigure integrations with the new email

The user with the new account must reconnect their personal integrations from the platform settings:

Credentials linked to the old email are not migrated automatically.

5. Update organization settings

Review and adjust, if applicable:

Internal domains in Privacy rules.
Team members in Teams and users.
User mappings in CRM integrations that depend on the email address.

6. Free up seats from old accounts

After deleting each old user, decide if you want to free up the associated seat. If the migration replaces users one-to-one, it is usually advisable to free up the seat of the deleted account to avoid duplicating seat consumption.

See Seats for steps on freeing up seats and reducing your subscription.

Recommended order for the Owner

If the person migrating is the Owner of the organization (responsible for billing):

Invite the replacement with an Admin role.
Once the replacement has accepted the invitation, assign them the Owner role.
Transfer ownership of resources from the old Owner to the new user when deleting the old account.
Verify that the new Owner can access Billing before considering the migration complete.

Flow summary

text

Old account (user@old-company.com)
        │
        ▼
  Invite new account (user@new-company.com)
        │
        ▼
  User accepts invitation and verifies access
        │
        ▼
  Delete old account → Transfer ownership to new account
        │
        ▼
  Reconnect integrations + update teams and rules

When to contact support

Contact Support if:

You need to migrate a large number of users and want to plan the operation.
You have questions about seats, billing, or the Owner migration order.
After following this procedure, a user does not regain the expected access to meetings or resources.