Your workspace
Users, roles and permissions
Who is a user, who is an external participant, and what each role can do.
The most common confusion when starting out is thinking you have to create accounts for your suppliers. You do not: suppliers, clients and signers are external participants and have no account. Users are only people inside your organisation.
What each role can do
| Role | Can | Cannot |
|---|---|---|
| Owner | Everything, including billing and closing the account | — |
| Administrator | Configure the organisation, invite and remove people, see everything | Touch billing |
| Editor | Create processes, request documents, send for signature, certify | Change configuration or manage users |
| Reader | View and download what they are assigned | Create or modify anything |
Inviting someone
- 1
Settings → Members → Invite
Only their email is needed. They receive an invitation to set up their access.
- 2
Pick the role
It can be changed later, so there is no need to get it right first time.
- 3
Add them to a group if you have several teams
Groups are how someone sees their department's work rather than the whole company's.
When someone leaves
Removing access is immediate, but what they did does not vanish: the documents they uploaded, the processes they launched and the signatures they managed stay in place under their name. That is deliberate — if it disappeared, the history would stop being traceable.
Watch out
Before removing access, check whether that person has running processes assigned to them. They can be reassigned; if you do not, they sit waiting for somebody who no longer logs in.
Frequently asked questions
›Does a supplier count as a user?
No. They are an external participant: they open a link, upload their part and have no account. No licence consumed.
›Can I have someone who only views, without touching anything?
Yes, that is the reader role.
›Do groups limit what is visible?
They organise access by team or department, so each one works with their own material.
›Can there be more than one owner?
It is worth having at least two people able to administer, so you do not depend on a single account the day that person is away.
A real case
The situation
A 30-person company wants each department to see only its own work, while management sees everything.
What you do
- Creates one group per department
- Gives editor to those doing the work and reader to those who only consult
- Leaves management as administrators
What you get
Each team logs in and sees their own work without the rest of the noise, and management keeps the full picture.
The situation
Everyone has administrator rights.
What you do
- Gives each person what their job needs
What you get
Access stops being general by default.
The situation
Somebody cannot do something and is made an administrator.
What you do
- Checks which specific permission is needed
What you get
The minimum is granted.
The situation
Somebody changes role and keeps their permissions.
What you do
- Reviews permissions on role changes
What you get
Access follows the role.
The situation
Nobody knows who can see what.
What you do
- Checks permissions per person
What you get
The access picture exists.
The situation
An external party needs to see one file only.
What you do
- Grants access to that file and nothing else
What you get
They see theirs without reaching the rest.
This article answers
- invite a colleague to the platform
- difference between a user and an external participant
- what permissions each role has
- remove access for someone leaving the company
- create user groups