In SignNow, you can share templates with individual users or your entire team to streamline collaboration and maintain consistency across your documents. Shared templates allow everyone to send invites using the same approved format — without having to recreate fields or settings from scratch.
This feature is especially useful when:
Multiple departments use the same agreements, contracts, or forms.
You want to ensure that every team member sends invites using the correct, up-to-date template.
A colleague needs temporary access to your template to send out documents on your behalf.
Sharing templates saves time, reduces redundancy, and helps maintain document accuracy across your organization. Below, we’ll cover how to share a template with one user or your entire team.
📝 Regardless of how the template is shared, collaborators must have an active paid SignNow subscription to view, send, or edit the shared template.
Team Sharing
When to use Team Sharing
Team sharing makes the template available to everyone in your team workspace. This is best when:
Multiple people regularly send the same agreements, onboarding packets, or NDAs.
You want to standardize branding, messaging, and fields across all sent documents.
Your organization frequently updates templates, and everyone needs access to the latest version automatically.
By choosing the right sharing option, you can balance flexibility and control — giving individuals the access they need while keeping your team aligned and efficient.
1. Go to your Templates folder to select the template/-s you'd like to share with the team.
2. Tick off the checkbox/-es next to the form/-s you will be sharing and select the Move option in the menu above the list of templates.
3. Select the Team folder in the pop-up and click Move to confirm the change.
📝 Teammates have limited access to the shared template management, as some features are owner-specific. They won't be able to edit it, create invite links, download CSV, etc.
Individual Sharing
When to use Individual Sharing
Individual sharing lets you give access to a single colleague. This is useful when:
You’re covering for someone who’s out of office and need them to send documents on your behalf.
You want to share a specialized template with one trusted user outside your main team (e.g., a contractor or external partner).
You’re testing a new template and want one colleague to review or use it before rolling it out more widely.
📝 Templates can only be shared individually one at a time.
1. Go to your Templates folder to select the template/-s you'd like to share with the team.
2. Tick off the checkbox/-es next to the form/-s you will be sharing and select the Share option in the menu above the list of templates. Alternatively, click the share icon on the right side of the form without ticking off the checkbox.
3. Select the access level for the people you’re sharing the template with — Can View, Can Send, or Can Edit — and click Share after entering their email addresses.
You can share the template with multiple people at once by pressing Enter after each email.
Access permissions apply equally to all recipients in a single sharing action, but you can reconfigure access or click Remove Access next to a specific collaborator in the same pop-up after you share the template.
You can share a form either individually or with your team, but not both at the same time.