Workspaces make multi-user collaboration easier to manage and safer to scale.
Instead of relying on informal sharing, a Workspace gives your team a shared Team Space, consistent workflow defaults, and admin-level visibility—so day-to-day sending stays fast while governance stays under control.
What a Workspace is
A Workspace is a collaborative area where you can:
Invite members to work with shared documents and templates
Use a Team Space (public files) for shared content
Apply workspace-wide workflow defaults to sending and invitations
Manage access with two roles: Administrator and Member (more granular roles are planned).
How Workspaces are Created
Newly registered users get a Workspace automatically so they can start collaborating immediately.
If a user is invited to an existing Workspace, they join that Workspace after accepting the invite. The invited user will receive an email invitation and can join from there.
The invitee will also see a prompt when they sign in, allowing them to accept or decline the invitation.
📝 If you need separate groups to collaborate on different projects, create as many Workspaces as needed and invite the right members to each one. Click the header, then select Create New Workspace from the dropdown menu.
You can only create up to 50 Workspaces.
Alternatively, go to Settings → All workspaces, then click +Create Workspace in the top-right corner above the workspace list.
📝 If you use SignNow solo, your default Workspace can remain unused—this feature is optional and free of charge.
Personal vs Team content
Workspaces support both private work and shared collaboration:
Personal content stays private unless the user moves it into the Workspace Team Space.
Team Space content is shared: members can upload/move, view, and send items from this shared zone.
This means users can work independently without disrupting others, while shared assets stay organized in one reliable place.
Team Space (public files) for collaboration
By default, the Team Space is where the whole Workspace collaborates:
Shared files/templates are accessible to all Workspace members
Great for teams, departments, projects, branches, or any recurring process
📝 One Workspace gives access to only one shared Team Space. If you need different groups with different access, create another Workspace.
Workspace limits: unlimited on paid plans (trial may be limited to up to 3 workspaces).
How to Add Files to Team Space
Option A — Move files from Personal to Team Space
Open your Personal files area.
Find the file you want to share.
Click More (⋯) on the file.
Select Move To Team Space and confirm.
Option B — Upload directly to Team Space
Open Team Space.
Click the +Create button.
Select Upload and choose your file(s).
Controlled Autonomy for Scale
Members can create their own Workspaces, and the subscription admin automatically gets visibility into them.
To view the full list of Workspaces, the subscription administrator can open the Administration Portal and navigate to "All Workspaces."
Workspaces let teams move faster on their own—while admins stay in control.
Team members can manage their day-to-day work independently, and admins still have clear visibility and oversight. The result? Fewer admin bottlenecks, smoother collaboration, and no unexpected access issues.
Multitasking across Teams
Users can belong to multiple Workspaces and switch between them, so they can work on different workflows.
You can switch between Workspaces from the header. The settings of the selected Workspace will be applied to any files you send.
Workflow Settings (Workspace-wide Defaults)
As an admin, you can standardize how your team sends documents.
Settings are available only to Workspace administrators and can be configured in the Administration Portal under Workspace settings.
To update a specific Workspace, select it in the Workspace switcher.
Or go to All Workspaces and use the More (⋯) menu to switch to the Workspace you want to manage.
