Managing eSignature Workflows With Team Subscription

Empower your organization to collaborate, sign, and manage documents efficiently with SignNow’s team subscription. Whether you’re part of HR, Legal, Sales, or any department that relies on secure document workflows, SignNow’s team features streamline every step — from inviting members to monitoring document status. This guide will walk you through setting up your team, assigning roles, leveraging the admin console, sharing templates, and ensuring your eSignature workflows are seamless and secure.

Understanding Team Subscriptions in SignNow

A SignNow team subscription enables multiple users to collaborate on eSignature workflows under a single plan. This means you can add up to five team members, each with customizable permissions and access controls, ensuring the right people have the right level of access to sensitive documents. Team admins can oversee document status, manage templates, and control user access, all from a centralized admin console. This structure is ideal for organizations that need to balance collaboration with security and compliance, making it easy to manage workflows across departments or project-based teams. For more details on available plans, visit our pricing page.

Setting Up Your Team for eSignature Workflows

Getting started with team collaboration in SignNow is straightforward. Once your account is verified, your first workspace and team are automatically created, allowing you to immediately begin inviting colleagues. Each workspace is linked to a team, and you can manage one team per workspace. This setup ensures that all documents, templates, and settings are shared consistently among team members, while also allowing for department-specific teams or cross-functional groups.

To personalize your workspace, you can configure branding, signing flows, and payment services globally, ensuring a unified experience for all users.

Inviting and Managing Team Members

Inviting new members to your SignNow team is simple and intuitive. As an admin, you can send invitations directly from the user management interface by entering email addresses and assigning roles. Each invitee receives a prompt to join, and upon acceptance, they gain access to the workspace and its resources. You can monitor invitation statuses (such as pending, accepted, or declined) and manage existing members by updating roles, removing users, or re-inviting as needed.

SignNow’s interface provides clear tabs for managing members, moderators, and admins, along with search and filter tools to quickly locate users or review their subscription status. This centralized approach ensures you always have a clear view of your team’s composition and activity.

Assigning Roles and Permissions

Roles in SignNow are designed to provide granular control over what each team member can do. When inviting users, you can assign them as Members, Moderators, or Admins.

• Members can access shared documents and templates, participate in signing workflows, and collaborate within the workspace.
• Moderators have additional privileges, such as managing certain settings or overseeing specific document flows.
• Admins have full control, including managing users, configuring workspace settings, and overseeing compliance and branding.

Role assignments can be updated at any time, ensuring your team structure adapts as your organization grows. Inline explanations and help links within the invitation modal make it easy to understand the scope of each role.

Using the Admin Console for Workflow Management

The Admin Console is your command center for managing team workflows. From here, you can add or remove users, assign licenses, monitor document status, and manage templates. The console provides a clear overview of all team activity, making it easy to track progress, identify bottlenecks, and ensure compliance.

Admins can also handle license agreements and organize team documents independently from the team structure, offering flexibility for different departments or project teams. The Admin Console is accessible from your SignNow dashboard, typically located in the bottom left area for quick access.

Creating and Sharing Templates Across Your Team

Templates are a cornerstone of efficient eSignature workflows. In SignNow, you can create reusable templates for your most common documents, such as contracts, NDAs, or onboarding forms. These templates can be shared across your team, ensuring consistency and saving time on document preparation.

To create a template, simply select a document and choose the "Make Template" option. All templates are stored in a dedicated folder, accessible to team members based on their permissions. You can also organize templates by department or project, and use document groups to bundle related documents for multi-step workflows.

Monitoring Document Status and Activity

Transparency is key to effective workflow management. SignNow provides robust tools for monitoring document status, including real-time updates on sent, signed, or pending documents. Admins can access activity dashboards to review member actions, track document usage, and generate reports for compliance or auditing purposes.

Advanced search and filtering options make it easy to locate specific documents by name, owner, or recipient email. You can also export activity data for further analysis or record-keeping.

Managing User Access and Licensing

User access and licensing are managed centrally to ensure security and compliance. Only users with an assigned license can upload and send documents; others have view-only access. This approach protects sensitive information while allowing for flexible collaboration with external stakeholders.

Admins can review seat usage, upgrade plans, or request additional licenses as needed. The subscription management interface provides a clear overview of current and past subscriptions, seat allocation, and plan details. For more information on available plans and seat management, visit our pricing page.

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