Manage the Members of Your Organization with SignNow
Easily add or remove users from your Organization in airSlate SignNow. Assign Admins and Moderators authorized to manage other Members, change the general settings of your Organization, and more.
Managing the members of your organization means administering user accounts, access rights, group memberships, and signing permissions within an eSignature platform. It includes onboarding and offboarding, assigning roles and team templates, configuring single sign-on and directory sync, and monitoring activity through audit logs. Effective member management balances operational efficiency with compliance obligations, ensuring only authorized users can send, sign, or access sensitive documents while preserving an auditable history for legal and regulatory review.
Why centralized member management matters
Centralized control reduces security risk, simplifies audits, and enforces consistent policies across teams while supporting compliance and operational continuity.
Common challenges when you manage the members of your organization
Scaling onboarding for large teams while keeping role assignments consistent and auditable can be complex and time consuming.
Ensuring timely offboarding to revoke access and protect documents after employee departures requires reliable processes and oversight.
Configuring appropriate permissions for mixed roles—senders, viewers, approvers—without over-privileging users is a frequent governance issue.
Synchronizing identity directories and managing SSO or SAML integrations introduces technical overhead and occasional authorization mismatches.
Representative user profiles for member management
IT Administrator
An IT Administrator configures authentication, single sign-on, directory integration, and provisioning rules. They maintain group mappings, manage API keys for automation, and monitor security settings to ensure members have access consistent with organizational policies.
HR Manager
An HR Manager handles onboarding and offboarding workflows, assigns standard role templates for new hires, and coordinates access changes with IT. They ensure role assignments align with employment status and help maintain compliance for personnel records.
Typical teams and roles that manage members
IT, HR, legal, and line-of-business managers commonly share responsibility for provisioning and governance of eSignature users.
IT administrators who configure SSO, directory sync, and security policies for users and groups.
HR teams that onboard and offboard employees and maintain role-based access during personnel changes.
Legal and compliance officers who define retention, audit requirements, and approval workflows.
Collaboration across those functions ensures security, compliance, and timely access for business processes that depend on signatures.
Additional member management capabilities for larger organizations
Enterprises often require extended controls and automation to maintain secure, compliant member lifecycles at scale.
Bulk invite
Upload CSVs or use provisioning APIs to add many users simultaneously and apply standardized roles.
Template sharing
Publish templates to teams to ensure consistency in document structure and signer roles across departments.
Custom roles
Define permission sets tailored to business functions, limiting access to necessary features only.
SAML SSO
Integrate with identity providers for centralized authentication and single-point provisioning control.
API access
Use APIs to automate provisioning, role assignment, and account operations within existing HR or IT workflows.
Activity reports
Export usage and access reports for audits, compliance reviews, and internal governance checks.
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Core features to look for when you manage the members of your organization
Effective member management relies on a handful of core capabilities that support security, delegation, and compliance in everyday operations.
Role-based access
Granular role definitions let administrators restrict sending, viewing, template editing, and account-level settings to appropriate users, reducing exposure and simplifying compliance reporting across teams.
Group management
Create teams or departments with shared templates and permissions, enabling consistent access controls, streamlined template distribution, and simplified reporting for specific business units.
Single sign-on
Support for SAML or OAuth-based SSO centralizes authentication, reduces password management overhead, and ties platform access into existing identity governance and MFA policies.
Audit logs
Detailed activity records for user actions, signings, and administrative changes enable forensic review, compliance audits, and evidence of chain-of-custody for signed documents.
How member provisioning typically works
Member provisioning follows a predictable flow from identity source to platform access, with checkpoints for permissions and auditing.
Identity source: Connect directory or use platform accounts.
Provisioning: Create or sync user records in bulk or individually.
Role assignment: Map users to roles and team templates.
Ongoing sync: Automate updates and deprovisioning with directory sync.
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40h
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Quick steps to start managing members
A concise four-step process to set up member management covers access, roles, automation, and review to keep controls effective.
01
Access Admin Console: Sign in with an admin account and open organization settings.
02
Add members: Invite users individually or upload a CSV for bulk creation.
03
Assign roles: Apply role templates or create custom permission sets.
04
Review audit logs: Verify activity and adjust access as needed.
Operational steps for ongoing member management
A practical six-step sequence supports secure, repeatable administration of organization members and permissions.
01
Create admin accounts:
Provision a small set of administrators to manage settings.
02
Define roles:
Map business activities to permission sets before assigning users.
03
Bulk onboarding:
Use CSV or API for large team imports.
04
Enable SSO:
Integrate with identity provider to centralize access.
05
Schedule reviews:
Set periodic access validation and remove inactive users.
06
Monitor logs:
Review audit trails for anomalies and compliance evidence.
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Why choose airSlate SignNow
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Enterprise-grade security. airSlate SignNow helps you comply with global security standards.
Configure these settings to align provisioning, reminders, and audit behaviors with your organizational control requirements.
Setting Name
Configuration
Provisioning Method
Directory sync
Reminder Frequency
48 hours
Default Role Template
Standard sender
Auto-deprovision Delay
24 hours
Audit Log Retention
7 years
Supported platforms and client requirements
Member administration is accessible via web browser, mobile apps, and administrative APIs, with modest client requirements for basic use.
Web browser support:Recent Chrome, Edge, Safari
Mobile apps:iOS and Android supported
API requirements:HTTPS, OAuth 2.0 tokens
Administrators should ensure devices use current OS and browser versions, enable TLS for API integrations, and apply corporate device policies to protect accounts and credentials.
Security controls relevant to member management
Two-factor authentication:Required for privileged accounts
Single sign-on (SSO):Supports SAML and OAuth
Role-based access:Granular permission sets
Provisioning automation:Directory sync options
Session management:Configurable timeouts
Audit logging:Comprehensive activity trails
Industry scenarios for member management
How different organizations manage members depends on scale, regulatory requirements, and existing identity infrastructure.
Healthcare deployment
A regional clinic onboards clinicians and administrative staff into a single eSignature system to manage patient consent forms and controlled records.
Role templates apply HIPAA access restrictions for clinical roles.
Reduces improper access and ensures auditability for medical records.
Resulting in clearer compliance posture and faster patient workflows.
Higher education use
A university centralizes faculty and departmental admin accounts to control access to student records and financial aid forms.
Department groups limit access to relevant documents.
Preserves FERPA protections and simplifies audits.
Leading to consistent permissions and fewer compliance exceptions during reviews.
Best practices when you manage the members of your organization
Follow proven practices to reduce risk and keep member administration efficient and auditable across your eSignature environment.
Perform quarterly access and role reviews
Schedule regular reviews to confirm that role assignments remain appropriate, remove unused accounts promptly, and document changes to support audits and compliance requirements.
Automate provisioning through directory integration
Use directory sync and SSO to reduce manual errors, ensure timely deprovisioning, and maintain alignment between HR systems and platform access.
Limit admin privileges to few users
Assign administrative rights only to trusted personnel, monitor their activity closely, and use separate accounts for routine tasks to reduce the risk of accidental misconfiguration.
Maintain clear role definitions and templates
Create standardized role templates and team configurations so new users receive consistent permissions and access patterns appropriate for their responsibilities.
Use the bulk invite feature or provisioning API to import a CSV of users. Map fields to required account attributes, apply a default role or team, and verify provisioning logs for successful creation. This approach reduces manual steps and speeds onboarding for large groups.
Integrate directory sync or SSO with HR systems to trigger deprovisioning automatically. Immediately revoke sessions, remove administrative rights, and reassign templates or drafts owned by the departing user to avoid access gaps and maintain continuity of workflow.
Confirm that role mappings and license allocations are correct in the platform. Check SSO attributes for required fields, ensure the user has an active license, and review audit logs for authentication errors or provisioning failures.
Use team-level template sharing and permissions to publish templates only to specific groups. Set template editing and sending rights at the team level so members see only the templates appropriate for their role and responsibilities.
Review access logs, admin activity logs, and document event trails. Examine failed authentication attempts, role changes, and provisioning events to detect misconfiguration, unauthorized activity, or potential security incidents in a timely manner.
Maintain auditable user records, accurate identity verification processes, and complete signature event logs. Ensure policy enforcement for consent and record retention, and document procedures for access control and administrative oversight to support legal defensibility.
Feature availability when you manage the members of your organization
Comparing core member-management capabilities across leading eSignature platforms highlights differences in enterprise features and integrations.
Policy checkpoints and retention dates to schedule
Regular governance activities help maintain security and compliance when managing organization members and their document access.
Quarterly access review schedule:
Review all role assignments every three months.
Annual compliance audit window:
Conduct full audit of member activity and retention policies yearly.
Immediate offboarding timeline:
Revoke access within 24 hours of termination.
Document retention review:
Validate retention settings during annual audits.
Security policy update cadence:
Review MFA and SSO policies semiannually.
Risks and potential penalties of poor management
Unauthorized access:Legal exposure
Noncompliance fines:Regulatory penalties
Data breaches:Reputational harm
Contract disputes:Invalidated agreements
Operational delays:Process interruptions
Audit failures:Remediation costs
Pricing snapshot for member management capabilities
Pricing differs by tier, feature set, and included administrative controls; the table below summarizes entry points and core admin features across platforms.
Pricing and Tiers
signNow (Recommended)
DocuSign
Adobe Sign
HelloSign
PandaDoc
Starting price per user per month
From $8
From $25
From $14
From $15
From $19
Enterprise plan availability
Yes
Yes
Yes
Yes
Yes
API access included or add-on
Included
Paid add-on
Included
Included
Paid add-on
Advanced admin controls offered
Yes
Yes
Yes
Limited
Yes
HIPAA compliance option
Yes
Yes
Yes
No
Yes
How to manage Organization Members in airSlate SignNow
airSlate SignNow Organizations allow teams to manage multiple airSlate SignNow accounts and their document workflows under unified settings. Users within an Organization can have multiple access levels: Admin, Moderator, or Member. To learn how to manage users and assign membership roles, take a look at the short guide below.
Important: You must log in to your airSlate SignNow account as an Admin or Moderator to access the Organizations Admin Panel.
Go to the Admin Panel
Click My Organizations in the left-hand sidebar (or in your account settings).
Click Go to Admin Panel next to your current membership or organization. If you don’t yet have an organization in airSlate SignNow, create one by clicking Create Organization.
In the Admin Panel, go to the User Management tab. From there, you can manage the Members of your Organization with ease.
Please note: This tab is only available to users with the following subscriptions: Enterprise, Business Cloud, or Free Trial.
Add a new Member to your Organization
To add more Members to your Organization, click Add Users.
In the pop-up window, add up to 10 email addresses of new users, select their membership roles, and click Add Users.
The users you have added will receive an invitation to join your Organization.
Reassign membership roles
To assign a new role to an Organization member, click ••• next to a user and select Assign Management Rights.
In the pop-up window, select the role you would like to assign.
Remove a Member from your Organization
To cancel a user’s membership inside your Organization, click ••• next to a user and select Remove From Organization.
Manage your own membership
As a Member, Admin, or Moderator, you are free to leave an Organization or quit your management rights.
Go to My Organizations and click ••• next to your current membership or organization. Then, select Cancel My Management Rights or Leave Organization as a Member, depending on what you want to accomplish.
NOTE: You cannot cancel your management rights if you are the last and only Admin in your Organization. You need to assign the Admin role to another user before quitting. If this is not possible, contact our support team.
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