Understanding User Roles and Entities

Navigating user roles and entities in signNow is essential for effective document management, collaboration, and compliance. Whether you’re an admin, team member, or organization owner, understanding how Subscriptions, Teams, and Organizations interact—and how roles differ across them—empowers you to manage access, security, and workflows with confidence. This guide breaks down each entity, clarifies role-based permissions, and provides actionable insights for troubleshooting and optimizing your signNow experience.

Key Concepts: Entities in signNow (Subscriptions, Teams, Organizations)

signNow structures user management around three core entities: Subscriptions, Teams, and Organizations. Each serves a distinct purpose and governs different aspects of access and collaboration:

• Subscriptions manage your plan, billing, and seat assignments. They are the foundation for accessing paid features and the Admin Console.
• Teams enable seamless form sharing and collaboration among users, regardless of their individual subscription plans.
• Organizations allow for centralized administration, bulk application of settings, and advanced compliance controls across multiple users.

It’s important to note that roles and permissions are unique to each entity and do not transfer automatically between them. For example, being an admin in an Organization does not grant admin rights in a Subscription or Team. This separation ensures granular control and security across your workflows.

Overview of User Roles and Access Levels

Each signNow entity—Subscription, Team, and Organization—has its own set of user roles, each with specific permissions and responsibilities. Here’s a high-level overview:

• Subscription Roles: Super Admin (owner), Admin, Member
• Team Roles: Owner, Admin, Member
• Organization Roles: Admin, Moderator, Member

These roles determine what actions a user can perform, such as managing billing, sharing forms, or configuring compliance settings. Understanding these distinctions is crucial for assigning the right access and maintaining security.

How Roles Differ Across Subscriptions, Teams, and Organizations

Roles in signNow are entity-specific, meaning your permissions in one area do not automatically apply elsewhere. For example, a user can be an Admin in an Organization but only a Member in a Team, or vice versa. This separation allows for flexible, secure management of users and resources.

• Subscriptions: Roles here control access to billing, seat management, and the Admin Console. Only one active subscription per user is allowed.
• Teams: Roles focus on document sharing and collaboration. Users can belong to multiple teams, except for certain business plan users who are limited to one team.
• Organizations: Roles enable centralized control over settings, compliance, and user management. Admins and Moderators can manage multiple organizations, but a user can only be a Member in one organization at a time.

This structure ensures that access is always intentional and tailored to your organization’s needs.

Managing Subscription Roles and Permissions

A Subscription in signNow is the gateway to paid features, billing management, and seat allocation. The three main roles are:

• Super Admin (Owner): Has full control over the subscription, including billing, seat management, and admin assignments.
• Admin: Can manage seats and users but cannot transfer ownership or delete the subscription.
• Member: Uses the subscription’s features but cannot manage users or billing.

All users must be assigned a seat to access subscription features. Only one subscription can be active per user, and you cannot purchase multiple plans under a single subscription. To manage your subscription, access the Admin Console here.

Team Memberships and Collaboration Features

Teams in signNow are designed for sharing forms and collaborating on document workflows. Team roles include Owner, Admin, and Member, each with varying permissions:

• Owner: Creates the team and has full control over team settings and membership.
• Admin: Assists with managing team members and settings.
• Member: Can sign, send, and manage documents within the team but cannot create templates for others or monitor other users’ activities.

Users can be part of multiple teams, making it easy to collaborate across departments or projects. However, business plan users may be limited to a single team. Team members do not need to have the same subscription plan, but their access within the team is uniform. To view and manage your teams, click My Teams in the lower-left corner of your signNow dashboard. You’ll see a list of your teams and can open each for more details.

Organization Roles, Settings, and Administration

Organizations in signNow provide advanced administrative capabilities, including centralized branding, compliance, and workflow settings. Organization roles are:

• Admin: Full control over organization settings, user management, branding, compliance, and reporting. Can assign or change roles and delete the organization.
• Moderator: Manages Moderators and Members, customizes email invites, and views activity logs. Limited access to some settings.
• Member: Receives organization settings but cannot modify them. Can only be a Member in one organization at a time.

Admins and Moderators can manage multiple organizations, but a user can only be a Member in one. Organization features are available on Enterprise and Business Cloud plans. If you need to unlock Organizations, contact our sales team. The Organization Admin Panel provides access to:

• General Info (branding, logo, organization name)
• User Management (add/remove users, assign roles)
• Email Customization (branding for invites and notifications)
• Workflow and Compliance Settings
• Dashboard and Activity Reports
• Document Search and Cloud Storage Integration
• Payment Services Integration
• Organization Teams and Shared Templates

Role Limitations and Plan Requirements

Role assignments and access to certain features depend on your signNow plan:

• Subscription: Only one active subscription per user. All roles (Super Admin, Admin, Member) must be assigned a seat. Multiple plans under one subscription are not supported.
• Team: Users can join multiple teams, except business plan users who are limited to one. Team roles do not affect subscription or organization roles.
• Organization: Admins and Moderators require an Enterprise or Business Cloud plan. Members can only belong to one organization at a time. Organization features are unavailable on lower-tier plans.

If you need to upgrade your plan or unlock advanced features, visit our pricing page or contact sales for assistance.

Troubleshooting Common Role and Access Issues

If you encounter issues with roles or access in signNow, consider these common scenarios:

• Role Not Transferring: Remember, roles are entity-specific. Being an Admin in an Organization does not make you an Admin in a Subscription or Team.
• Cannot Join Multiple Subscriptions: Users can only be part of one subscription at a time. To switch, you must leave your current subscription first.
• Team Membership Limits: Business plan users may be restricted to a single team. Check your plan details if you cannot join additional teams.
• Organization Access Disabled: If your organization becomes inactive (e.g., all Admins lose their subscription), all organization settings are suspended until reactivated.
• Role Assignment Restrictions: The last remaining Admin in an Organization cannot remove their own Admin rights without transferring them first or contacting support.

For persistent issues, reach out to signNow support or your organization’s admin for help.

Frequently Asked Questions

Related articles