This guide will help you easily add, manage, or remove users from your Signify workspace. You can also assign roles and manage their access across different teams.
1. How to Add a User
You can add users either from the company's main user list or directly from a specific team's workspace.
For Administrators
Administrators can add users from the company's main user list and grant them access to one or multiple teams.
- Go to Settings
- From the settings menu, select All Users
- Click + User
For Team Managers
Team Managers can add users directly to the teams they manage.
- Navigate to the desired team's workspace
- Go to Current Team → Users
- Click + User
On Business and Business Pro plans, you need an available user seat to add a new user. If you've reached your user limit, you'll need to purchase an additional seat before adding someone.
Learn how to purchase additional users.
2. Adding a User
When adding a user, a window will open where you can configure their team access and enter their personal details.
Team Access
- Enter the user's email address
- Select one or multiple teams the user should have access to
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Choose the user's role and click Add
- The selected teams will appear in a list, where you can assign a different role for each team, if needed. For example, the same user can be a Viewer in the Finance team and a Team Manager in the Administration team.
Team Managers can only add users to the teams they manage, while Administrators can grant access to any team.
Signify offers the following main system roles:
- Viewer: Can view documents but cannot perform actions on them.
- User: Can send documents, use templates, and access their own documents.
- Team Manager: Has all User permissions. Additionally, can manage team members and access all documents and templates within their team.
- Administrator: Has all Team Manager permissions. Additionally, can manage users and company settings.
Personal Details
In the Personal Details tab, you can also provide:
- First and last name
- Mobile number
- Personal ID number
- Job title
These details are optional. Users can add their personal information themselves after activating their accounts.
The user will receive an activation link via email, allowing them to activate their account and join the team.
3. How to Search and Filter Users
On the Users page, you can search for a specific user or filter the list using the following options:
- Role - View users with a specific role
- Status - Filter users by their account status
- Team - View users belonging to a specific team
You can apply multiple filters at the same time.
4. How to Edit User Details
- Click the pencil icon next to the user you want to edit
- Update the user's information, role, team access, or personal details
- Click Save
5. How to Delete a User
- Click the three-dot menu next to the user and select Delete
6. How to Block a User
- Click the three-dot menu next to the user and select Block
When a user is blocked or deleted, their documents remain in the team's workspace.
7. How to Replace a User
- Click the three-dot menu next to the user and select Change Email
After the email address is changed, the new user will receive an activation link via email. Once they log in, they can update their name and contact information in their personal settings.
Please note: When replacing a user, all documents belonging to the previous user across their teams will be transferred to the new user.
8. How to Reset a User's Password
- Click the three-dot menu next to the user and select Reset Password
9. How to Add a User Who Already Has an Account
If you're trying to add a new user and the system displays a message indicating that they already have an active Signify account, the user must first deactivate their existing account.
Only after their existing account has been deactivated will you be able to add them to your workspace.