Merge pull request Expensify#80274 from Expensify/helpdot/domains-release2-members

[No QA] HelpDot: add New Expensify domain members docs (Release 2/3)

Author: bfitzexpensify

docs/articles/new-expensify/domains/Domain-Migration.md

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+---
+title: Domain Migration
+description: Learn how to migrate your company’s email domain in New Expensify.
+internalScope: Audience is Domain Admins and IT admins. Covers high-level options and the recommended process for migrating from one email domain to another. Does not cover detailed card-feed migration edge cases or individual account recovery beyond directing users to Concierge.
+keywords: [New Expensify, Workspaces, Domains, domain migration, change email domain, update email address, domain control]
+---
+
+If your company's email domain changes, such as from `@old-domain.com` to `@new-domain.com`, Expensify can help you migrate domain control and update employee logins.
+
+---
+
+## Before you start Domain Migration
+
+**Important:** If your company uses the Expensify Card or active company card feeds, contact Concierge or your Account Manager before attempting a migration.
+
+---
+
+## How to migrate your domain automatically with assistance from Concierge 
+
+This is the recommended approach when possible.
+
+Concierge can typically perform an automatic Domain Migration if:
+
+- The old domain or new domain is verified
+- Email addresses match a 1:1 format, such as `name@olddomain.com` to `name@newdomain.com`
+- Members have not already created separate accounts under the new email address
+
+If these conditions are met, message **Concierge** and request a **Domain Migration**.
+
+Concierge will:
+
+ - Update login email addresses
+ - Transfer domain control
+ - Help preserve account history
+
+This method reduces risk and avoids duplicate accounts.
+
+---
+
+## How to migrate your domain manually
+
+Use this approach if automatic migration isn’t possible. This process requires careful coordination to prevent duplicate accounts or lost history.
+
+To manually migrate your domain: 
+
+1. Add your new email address as an additional contact method on your account.
+   - [How to update your email address](https://help.expensify.com/articles/new-expensify/settings/Update-Email-Address)
+2. Claim and verify your new domain.
+   - [Claim and verify a domain](https://help.expensify.com/articles/new-expensify/domains/Claim-and-Verify-a-Domain)
+3. If you use domain groups, update group restrictions on the old domain. This includes disabling any setting that prevents switching the primary contact method. Then recreate the needed groups on the new domain.
+   - [Domain groups](https://help.expensify.com/articles/new-expensify/domains/Domain-Groups)
+4. Switch your primary contact method to the new email address (swap primary and secondary emails).
+5. Move any card feeds to the new domain.
+   - For commercial card feeds, message Concierge to assist with the move.
+   - **Note:** Any unprocessed transactions may need to be handled before migration to avoid data loss.
+6. Remove/reset any legacy domain setup that is no longer needed, such as removing extra domain admins from the old domain if applicable.
+
+If employees already created separate accounts under the new email or you encounter errors during migration, message **Concierge** so Support can help you keep account history intact.
+
+# FAQ
+
+## Can I migrate my domain without losing expense history?
+
+Yes. If done correctly, members keep their full expense history, reports, and approvals. To avoid duplicate accounts or lost history, use Concierge-assisted Domain Migration whenever possible.
+
+## Do I need to verify the new domain before migrating?
+
+Yes. You must claim and verify the new domain before transferring domain control or updating member login emails.
+
+## What happens to the Expensify Card during Domain Migration?
+
+If your company uses the Expensify Card or commercial card feeds, contact Concierge before starting migration. Card feeds may need to be moved manually to prevent transaction interruptions.
+
+## Can I keep the old domain active after migration?
+
+Yes. Some companies temporarily keep both domains active during transition. However, once migration is complete and verified, you can remove unnecessary admins and settings from the old domain.

docs/articles/new-expensify/domains/Manage-Domain-Members.md

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+---
+title: Manage Domain Members
+description: Learn how to manage domain members in New Expensify.
+internalScope: Audience is Domain Admins. Covers inviting/adding domain members, closing accounts, and promoting members to Domain Admin. Does not cover domain verification, SAML setup, Domain Groups configuration, or account access troubleshooting.
+keywords: [New Expensify, Workspaces, Domains, domain members, verify domain, domain admin, domain control, remove domain member, deactivate domain user, invite domain user, promote to domain admin, workspace admins]
+---
+
+# Manage Domain Members
+
+Managing domain members helps your organization control who can use Expensify with your company email domain, and which domain-level settings apply to them.
+
+There are two types of members within Domain Settings:
+- **Domain Member**: Subject to domain rules. Members must have an email address under the domain as their primary or secondary contact method, such as `@yourcompany.com`.
+- **Domain Admin**: Has full control over domain settings, including adding/removing members, managing rules, and configuring security settings. Admins do not need an email address associated with the domain.
+
+---
+
+## Who can manage Domain Members
+
+Only Domain Admins can invite, remove, deactivate, or promote Domain Members.
+
+Your domain must be verified before you can invite and manage members. Learn how to [claim and verify a domain](https://help.expensify.com/articles/new-expensify/domains/Claim-and-Verify-a-Domain).
+
+---
+
+## How to add a Domain Member
+
+You can add Domain Members in two ways: automatically or manually.
+
+1. **Automatic signup**: Accounts created with a domain email, such as `name@yourcompany.com`, are added automatically.
+2. **Manual addition**: A Domain Admin can invite members.
+
+## How Domain Members are added automatically 
+
+Members are automatically added when they use an email from your verified domain.
+
+- **Members new to Expensify**: Accounts created with a domain email are automatically added as members.
+- **Existing Expensify members**: Members can add a domain email as a primary or secondary contact method. Once verified, the members are automatically added to the domain.
+
+If a member has multiple contact methods, the primary contact method takes precedence.
+
+## How to manually invite a Domain Member
+
+1. Go to **Workspaces > Domains**.
+2. Select your domain.
+3. Click **Domain Members**.
+4. Enter the member’s email address, then click **Invite**.
+
+---
+
+## How to close or deactivate a Domain Member's account
+
+Domain Admins can close a member’s account when they leave the company.
+
+1. Go to **Workspaces > Domains**.
+2. Select your domain.
+3. Click **Domain Members**.
+4. Select the member.
+5. Click **Close account**.
+
+**Note:** Closed accounts can be reopened by reinviting the member from the Domain Members page.
+
+---
+
+## How to promote a Domain Member to Domain Admin
+
+You can give any member permission to manage domain settings by promoting them to a Domain Admin.
+
+1. Go to **Workspaces > Domains**.
+2. Select your domain.
+3. Open **Domain Admins**.
+4. Add the member’s email address or phone number.
+
+# FAQ
+
+## What happens if a member removes their domain email?
+
+If a member removes their domain email from their contact methods, they’ll no longer be listed as a Domain Member.
+
+## Can Domain Admins be outside the company domain?
+
+Yes. Domain Admins don’t need to use a domain email — they can manage the domain from any account.
+
+## Can I remove a Domain Member without closing their account?
+
+No. To remove a Domain Member, you must deactivate (close) the account. However, you can always reinvite them later.
+