Create and Manage Teams

SignNow empowers organizations to streamline collaboration and document management by enabling the creation and management of teams. Whether you’re part of HR, Legal, Sales, or any other department, teams in SignNow help you control document access, facilitate secure sharing, and boost productivity. This guide walks you through everything you need to know about creating teams, assigning roles, inviting members, managing shared folders, and ensuring your team works efficiently and securely.

Understanding Teams in SignNow

Teams in SignNow are designed to bring structure and clarity to document collaboration. By grouping users into teams, you can restrict sensitive documents to specific departments or share resources across your entire organization. For example, you might create a Legal team to ensure only authorized members can access contracts, while allowing broader access to company-wide templates. Teams can include members from multiple departments, and each team can have its own set of shared folders for documents and templates. This flexibility makes SignNow ideal for organizations of any size seeking to maintain control and transparency over their document workflows.

Team Roles and Permissions

SignNow teams operate with a clear hierarchy of roles, each with specific permissions to ensure secure and efficient collaboration:

• Owner: The creator of the team, with full control over team settings, including the ability to delete the team or transfer ownership to another admin.
• Admin: Can invite or remove members, promote or demote users, enable shared folders, and—if allowed—view team members’ documents. Admins cannot view documents owned by other admins.
• Member: Can share documents and templates, invite new users, and collaborate within shared folders, but cannot manage team settings or roles.

This structure ensures that sensitive actions are restricted to those with the appropriate authority, while still enabling all team members to contribute to shared goals.

Creating a Team

Creating a team in SignNow is straightforward and can be done from both web and mobile platforms. On the web, navigate to the My Teams section from your account dashboard or use the left panel navigation. Click Create Team and enter your team’s name. You’ll also have the option to invite members immediately and decide if admins should be able to view team members’ documents. This setting is crucial for privacy and compliance—if enabled, admins can access all member documents; if not, they’re limited to shared folders. Remember, this choice is permanent for the team and can only be changed by creating a new team with the desired setting.



On mobile, the process is just as simple. Tap Teams in the menu, then the plus sign to create a new team. Enter your team name and add members by email. Confirm your choices to finalize team creation.

Adding and Inviting Team Members

Once your team is created, you can start building your collaborative workspace by inviting members. On the team dashboard, click Add Users to open the invitation modal. Enter the email addresses of your new members and assign their roles—either Member or Admin—before sending the invitation. You can add multiple users at once, and each will receive an email invitation to join the team.



Pending invitations are clearly marked as Invite Pending in the team dashboard, making it easy to track who has yet to accept. On mobile, simply tap the plus sign within your team to add more members, enter their email addresses, and confirm.

Managing Team Invitations

Managing invitations is simple and transparent. If you need to cancel a pending invitation—for example, if you entered an incorrect email or the invite is no longer needed—just click the three dots next to the invitee’s name and select Cancel Invite. This action immediately revokes the invitation and updates the team dashboard.



For mobile users, invitation management is accessible from the team’s member list, where you can monitor acceptance status and resend or cancel invites as needed.

Shared Team Folders and Document Collaboration

Shared folders are at the heart of team collaboration in SignNow. When you create a team, a Shared Team Templates Folder is automatically generated, allowing all team members to access templates placed there. Admins and owners can also enable a Shared Team Documents Folder for document collaboration. Once enabled, these folders appear on every member’s dashboard, making it easy to find and work on shared files.



To enable the shared documents folder, simply click the Enable Folder button in your team dashboard. Documents and templates must be moved into these folders for the team to access them. On mobile, shared folders like Documents: My Team and Template: My Team appear in your menu, ensuring seamless access for all team members.

Document and Template Ownership in Teams

Ownership rules in SignNow protect the integrity of your documents and templates. While any team member can share files with the team by moving them into shared folders, only the original owner (creator) of a document or template can edit, move, or delete it from the shared folder. This ensures that important files aren’t accidentally altered or removed by others.

For example, if you share a template you created, you retain full control over it. If you access a template shared by another member, you can use it but cannot modify or delete it. If a user leaves the team, any documents or templates they shared are automatically unshared and returned to their personal folders, maintaining security and continuity.

Viewing Team Members’ Documents

If you enabled the option for admins to view team members’ documents during team creation, admins can access all documents belonging to non-admin members. To do this, click the ellipsis (three dots) next to a member’s name and select View Documents. This is especially useful for oversight or compliance purposes. However, admins cannot view documents owned by other admins, ensuring privacy among team leaders.

Managing Teams: Renaming and Removing

Teams evolve, and SignNow makes it easy to keep your workspace organized. The team owner can rename or remove a team by clicking the three dots next to the team name in the My Teams section and selecting the appropriate action. Removing a team is permanent and should be done with care, as all shared folders and invitations will be deactivated.

Subscription Plans and Team Limits

Your ability to create and manage teams in SignNow depends on your subscription plan:

• Business Subscription: Allows the creation of one team per organization.
• Business Premium Subscription: Enables multiple teams, with users able to be admins or members of several teams.
• Enterprise Subscription: Organization-wide teams can be created by Org Admins, with advanced controls for sharing templates and restricting team creation or membership.

For full details and to compare plans, visit our pricing page.

Important Notes and Best Practices

• Adding users to a team does not automatically add them to your subscription. Subscription admins must add users separately to grant access to paid features.
• Only the team owner can delete the team or transfer ownership. Admins can manage members and settings but cannot remove the team entirely.
• All team members can invite others, but only admins and owners can manage roles and shared folder settings.
• Shared folders are powerful for collaboration, but ownership rules ensure that only creators can edit or remove documents and templates.
• When enabling admin access to member documents, remember this setting is permanent for the team and cannot be changed later.

Following these best practices will help you maintain a secure, organized, and productive team environment in SignNow.

Frequently Asked Questions

How do I invite users to my team?
To invite users, click the Create Team button on your dashboard, name your team, and enter users’ email addresses to send invitations. You can also specify document visibility settings for admins. Manage team members and invitations through the Admin Console.

Can I change whether admins can view team members’ documents after creating a team?
No, this setting can only be chosen during team creation. If you need to change it, you must deactivate the current team and create a new one with the desired setting.

What happens to documents and templates if a user leaves the team?
Any documents or templates shared by that user are automatically unshared and returned to their personal folders.

Can a team member belong to multiple teams?
Yes, with Business Premium and Enterprise subscriptions, users can be members or admins of multiple teams.

How do I enable shared folders for my team?
Admins and owners can enable shared folders from the team dashboard. Once enabled, these folders appear on all members’ dashboards for easy access.

Where can I learn more about team collaboration in SignNow?
Visit SignNow University for tutorials and best practices.

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