Create one or more teams and invite other airSlate SignNow users to join. Working in teams allows you to share your documents faster and collaborate on them, saving you time and avoiding confusion.
Easily create teams refers to setting up organized user groups and role-based permissions to manage document preparation, sending, and signing within an eSignature platform. This capability enables a central administrator to assign send-and-sign privileges, create shared templates, and enforce signing order or routing rules across multiple users. Effective team setup reduces duplication, clarifies ownership of signature tasks, and supports compliance by applying consistent security and audit settings. In larger organizations, teams can mirror departmental structures or project groups and integrate with directory services for streamlined provisioning and management.
Why Teams Matter for eSignature Workflows
Organized teams improve control over document lifecycles, reduce administrative overhead, and ensure consistent application of signing rules and templates across a group.
Common Challenges When Trying to Create Teams
Unclear role definitions can cause overlapping permissions and inconsistent access across documents.
Manual user provisioning creates delays and increases the risk of incorrect account assignments.
Lack of template sharing forces repeated document setup and increases processing time.
Insufficient audit or reporting makes it hard to track team activity and compliance status.
Typical Team Roles and Responsibilities
Team Admin
A Team Admin configures team structure, assigns roles and permissions, manages billing allocation, and monitors activity. Admins handle user provisioning and can enforce security policies such as two-factor authentication and document retention settings for the group.
Team Member
A Team Member prepares and sends documents, uses shared templates, and completes signing tasks. Members follow permissions set by admins and can view team-level documents and reports as allowed by their role.
Who Typically Uses Team Features
Legal and compliance teams coordinating contract reviews and signature approvals.
Sales and account teams sharing proposal templates and bulk sending agreements.
HR and operations managing onboarding paperwork and internal approvals.
Teams streamline recurring workflows, improve visibility into document status, and make it easier to assign responsibilities without sharing individual credentials.
Additional Team Features to Consider
Beyond core features, look for controls that support scaling, compliance, and operational efficiency for teams handling high volumes or regulated data.
Bulk Send
Enable sending a single document set to many recipients with individualized fields to expedite high-volume outreach and approvals.
Template Permissions
Define who can create, edit, or use templates to keep document standards consistent and prevent unauthorized changes.
Seat Management
Allocate and reassign licensed seats within teams to match changing staffing needs and control costs.
Audit Logs
Access detailed activity histories for every document and user action to support compliance and dispute resolution.
Granular Sharing
Share folders or templates selectively with subgroups to keep sensitive documents restricted to authorized teams.
Reporting Tools
Use built-in reports to monitor turnaround times, signer completion rates, and team workload for optimization.
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Core Features to Support Easily Creating Teams
Effective team management requires role controls, shared templates, administrative oversight, and integration with user directories for scalable provisioning.
Role Management
Assign granular permissions for sending, signing, template editing, and administrative tasks so each team member has appropriate access without overprivileging.
Shared Templates
Store and manage reusable templates centrally to ensure consistent document structure, required fields, and compliance metadata across team members and processes.
Central Administration
Provide admins with tools to add or remove users, set default policies, audit activity, and allocate seats or billing across teams for organizational control.
Directory Sync
Integrate with SSO or directory services to automate user provisioning, enforce password policies, and maintain team membership aligned to corporate directories.
How Team-Based eSignature Processes Work
Team features group users under shared settings so documents follow common templates, routing rules, and access controls.
Shared Templates: Templates pre-fill fields for team use.
Role Routing: Signing order based on assigned roles.
Configure workflow defaults to align with team responsibilities, automate reminders, and enforce signing order where required.
Setting Name
Configuration
Default Signing Order
Sequential
Reminder Frequency
48 hours
Template Visibility
Team-only
Retention Policy
7 years
Two-Factor Requirement
Enabled for admins
Supported Platforms and Access Considerations
Web Browser:Full admin controls
Mobile App:Signing and basic sending
API:Programmatic provisioning
For large teams, use API or directory sync to automate provisioning, reserve the web console for policy configuration, and enable mobile signing for on-the-go users while maintaining centralized audit and security settings.
Security and Compliance Controls for Teams
Encryption Standards:AES-256 at rest
Transport Security:TLS 1.2+ in transit
Access Controls:Role-based permissions
Authentication Options:Two-factor available
Audit Trail:Detailed event logs
Legal Compliance:ESIGN and UETA aligned
Industry Examples of Creating and Using Teams
Teams speed up signature workflows in regulated and high-volume environments by consolidating templates and permissions.
Healthcare Onboarding
A hospital creates a clinical onboarding team to manage consent and employment forms
Use of role-based access controls
Reduces form processing time and protects PHI
Resulting in consistent HIPAA-aware handling of signed records and auditable trails.
Sales Proposal Management
A sales organization configures a proposals team to maintain quotes and NDA templates
Centralized Bulk Send capability
Shortens time-to-sign and improves version control
Leading to faster deal closures and clearer accountability across reps.
Best Practices for Setting Up Teams
Apply consistent policies and minimal privilege principles when building teams, and maintain templates and logs to ensure clarity and compliance.
Define clear role responsibilities before provisioning
Map tasks to roles to avoid permission creep; document expectations such as who may send, who may sign on behalf of others, and who maintains templates.
Limit permissions to the minimum required for tasks
Grant only necessary access for each role and use separate high-privilege admin accounts for configuration changes to reduce risk.
Standardize templates and naming conventions across teams
Use consistent template structures, field names, and version controls to prevent drafting errors and make audits straightforward.
Regularly review team membership and audit logs
Schedule periodic reviews to remove inactive users, reconcile access with HR records, and verify audit trails for compliance needs.
Administrators can add or remove members through the admin console or automated directory synchronization. Changes propagate to team permissions and template access immediately, and removals typically revoke access while preserving previously completed document audit records for compliance.
Use the principle of least privilege: assign sending and template editing to specific roles, reserve administrative rights for a small set of trusted users, and create a separate signing-only role to prevent unintended template changes or policy edits.
Yes. Shared templates can be restricted to particular teams or folders, and template edit rights can be limited to prevent unauthorized changes while allowing broad use for sending and signing.
Every action—creation, send, view, signature, and completion—is recorded in an audit trail tied to the user account. Admins can export logs for legal review, compliance checks, or internal reporting.
Automated provisioning is supported via API or directory integration such as SAML/SCIM, enabling user lifecycle management from enterprise directories and reducing manual administration overhead.
Teams enable consistent application of security controls, template standards, and retention policies. When combined with encryption, audit trails, and access controls, this supports compliance with ESIGN, UETA, HIPAA, and other U.S.-centric requirements.
Feature Comparison: Team Capabilities
Compare essential team management features across leading eSignature providers to evaluate baseline support for groups and permissions.
Boost the efficiency and productivity of your eSignature workflows by letting your teammates share documents and templates. Create a shared folder for your team members so that they don’t have to send files back and forth each time something needs signing.
Gather your team
Select Teams towards the bottom of the left-hand sidebar of the airSlate SignNow web app.
Click the Create New Team button.
Fill in the Team Name field and add the email addresses of your team members to the Users to Invite box. Then, click Add Team.
Note: If you want to allow your team admins to access all of your teammates’ documents (not only shared ones), check the Team Admins can view personal documents of team members box.
The added members will receive an email invitation to join your team. Once they accept it, your team is ready. The status of your teammates is displayed next to their email addresses.
Create a shared folder for your team
Find the Enable Shared Documents Folder option above your teammate list and click the Enable button.
Share documents with your team
Move any document stored in your airSlate SignNow account to the Shared Documents folder. Click the More button next to the document you want to share and then select Move from the dropdown.
Choose your shared team folder in the new dialog box and click the Move button.
Your document is now in the shared folder and is available to all your team members. They can eSign or send it for signing, add fields and annotations, and so on.
Share templates with your team
Use a similar workflow to move templates to your shared folder so that your teammates can access them whenever they need.
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