> For the complete documentation index, see [llms.txt](https://learn.goodhearttech.org/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://learn.goodhearttech.org/tech-recommendations/it-management-and-security-solutions/user-naming-conventions-for-email-and-identity-systems.md). # User Naming Conventions for Email and Identity Systems Establishing a consistent naming convention for user accounts in systems like Google Workspace and Microsoft 365 is an important best practice for nonprofits, especially as your team grows or experiences regular turnover. ### Consistency is Key Whatever naming convention you choose, apply it consistently. Uniformity across users makes administration easier and promotes professionalism across your systems. ### **For Growing Teams (10+ Users or High Turnover)** We recommend the **first initial + last name** format for organizations with more than 10 users or frequent staff/volunteer changes. This convention helps ensure usernames stay unique, clear, and professional: * `KReeves@examplenonprofit.org` * `DParton@examplenonprofit.org` Although email addresses are not case-sensitive, capitalizing the first letter of each name (e.g., `KReeves`) improves readability, especially in directories or documentation. ### **For Small, Stable Teams (Under 10 Users)** If your organization has fewer than 10 users and the team doesn’t change often, using **first names** alone can be simpler and more personal: * `keanu@examplenonprofit.org` * `dolly@examplenonprofit.org` This can foster a friendly tone and may work well internally. However, be aware of the potential for name collisions as your organization grows. ### **Why Naming Conventions Matter** * **Reduces confusion** and support issues * **Improves readability** in directories and shared documents * **Standardizes onboarding/offboarding** processes * **Supports long-term scalability** --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://learn.goodhearttech.org/tech-recommendations/it-management-and-security-solutions/user-naming-conventions-for-email-and-identity-systems.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.