Help guides

Your team: inviting people, roles and ownership

A workspace is your organisation in SignSwifly. Everyone in it sends envelopes and shares its templates and contacts; a person’s role decides only who can change the workspace itself. This guide covers inviting people, roles, removing someone and handing over ownership, all under Settings → Team.

Seats

The Team plan has 5 seats, and Scale has 20, or as many as your agreement says if your organisation arranged Scale with us. Free and Solo are for one person, so to invite anyone, upgrade to Team first.

Each member holds a seat, and so does each open invitation. Settings → Team → Invites shows how many are used. When they’re all taken, withdraw an invitation to free one, or upgrade. On Scale, someone your identity provider adds holds a seat from then, even before they first sign in, and someone it suspends holds none.

Roles

Invite someone

The owner or an admin does this.

1. Open Settings → Team → Invites.
2. Enter their email address, choose Member or Admin, and choose Send invitation.
3. They’re emailed a link. It opens a page where they choose Sign in and join, and sign in, or create their account, with that email address. The invitation only works for that address.

• An invitation lasts 14 days. Until it’s accepted, it’s under Pending invites, where you can Resend it (once every 10 minutes, and up to 5 times in 24 hours) or Withdraw it. Resending starts the 14 days again, and the link sent before stops working. Once one has expired, it can’t be resent: send a new one.
• Nobody joins as the owner. To make a newcomer the owner, invite them as an admin, then hand ownership to them once they’ve joined.
• Each invitation, and each change below, is recorded under Settings → Team → Activity, which the owner and admins can see.

If they already use SignSwifly

A SignSwifly account belongs to one workspace at a time. Someone new to SignSwifly joins yours as their account is made. If the account they sign in with already has a workspace of its own with nothing in it, joining yours closes it. If theirs holds envelopes or other people, or has had a paid plan, it can’t be closed. The page they reach says what’s in the way and what to do, such as clearing out what they made there, or asking you to invite a different email address of theirs.

Change someone’s role

The owner or an admin opens Settings → Team → Members, chooses Admin or Member beside the person, and confirms. Nobody can change their own role: ask the owner or another admin. API keys an admin made stop working while they’re a member, and the confirmation says so.

Remove someone

The owner or an admin chooses Remove beside them under Members, and confirms.

• They lose access straight away, and their seat is free for someone else. API keys they made stop working, and for an admin the confirmation says so.
• The envelopes, templates and contacts they made stay with the workspace. Emails about envelopes they sent go to the owner instead.
• Anything they claimed for a signing group and hadn’t signed goes back to the group.
• You can’t remove yourself, and the owner can’t be removed until they’ve handed ownership on.

Hand over ownership

Only the owner can do this, for example when they leave the organisation.

1. Open Settings → Team → Members.
2. Choose Make owner beside the person, and confirm.

They take over billing and become the only one who can hand ownership on. You stay in the workspace as an admin, and only they can undo it. Once it’s done, they can remove you if you’re leaving.

Tax invoices and receipts still go to the billing email held with Stripe. The new owner can change it under Settings → Billing → Manage billing.

If the owner has left

If your owner has left and can’t hand ownership on, for example because their mailbox is closed, email SignSwifly support from your own account’s address. Only someone already in the workspace can become its owner, so if that’s nobody yet, an admin invites them first.

• We check the request with someone we can confirm, such as a director, on details we already hold.
• We then email the owner, every admin and your organisation’s email. For 7 days, the owner and admins see it on every page, and any of them can stop it under Settings → Team.
• After the 7 days, if nobody has stopped it and the owner hasn’t been active, we make them the owner. The former owner stays on as an admin, and the new owner can remove them.

Change the email you sign in with

If your email address changes, move your sign-in to the new one yourself, while you can still sign in with the old one. Your account moves across with everything in it: your workspace, your role and what you’ve sent.

1. Open Settings → Profile, choose Change the email you sign in with, enter your new address and choose Move my sign-in.
2. We email your new address, and tell your old one, which can cancel it.
3. Sign out, then sign in to SignSwifly with your new address within 3 days. If you haven’t a SignSwifly sign-in for it yet, choose Create one on the sign-in page and use that address.

From then on you sign in with your new address. Your old address no longer opens your account, and your old address, your new one and your workspace’s owner are told. Envelopes sent to your old address for you to sign stay with that address.

• If you don’t sign in with the new address within 3 days, nothing moves: you keep signing in as before, and can ask again.
• You can ask up to 3 times a day, since each time we email the address you give.
• Once it has moved, your old address can’t be used to sign in to SignSwifly again: signing in with it says your sign-in has moved. If you need the old address for SignSwifly later, email us.

If you sign in through your organisation’s own sign-in, or your organisation adds people to SignSwifly from its directory, your IT team changes your address there. If you can’t sign in with your old address any more, ask your workspace’s owner or an admin to invite your new one; if you were the owner, see If the owner has left. SignSwifly support can’t change a sign-in email for you.

What signers see

Signers see the name of whoever sent the envelope, with your organisation’s name beside it. The owner or an admin sets that name under Settings → Org Profile. Until it’s set, signers see only the sender’s name. A workspace that chose Just me on Solo stays that way after moving to Team, until someone saves Org Profile with a name. See Who do signers see as the sender?

Signing groups and company sign-in

• On Team and up, Settings → Team → Signing groups lets you send a document to a group of your people, any one of whom can claim it and sign. The owner and admins set groups up.
• On Scale, your people can sign in through your own identity provider, which can also add and remove them for you. See Company sign-in & SCIM.

If your plan changes

A smaller plan has to fit your team before you switch to it: remove people or withdraw invitations until you’re within its seats. While a smaller plan waits for your renewal, new invitations stop at its seats too. The owner can call the change off under Settings → Billing. See Plans and billing.