Overview
This guide explains how to use SignNow Workspaces to serve multiple independent groups — such as different teams, business units, or clients — under a single subscription account.
Each group gets its own dedicated Workspace, with its own members, settings, and shared Team Space. Users in one Workspace cannot see documents or members of another. The subscription administrator retains full visibility across all Workspaces from a central administration panel.
Key principle: One Workspace = one isolated collaboration environment. Use multiple Workspaces when groups must be kept separate from each other. |
Scenario: A Consolidated Workspace That Needs Splitting
Consider the following situation:
An administrator manages a SignNow subscription with three independent groups — Alpha Corp, Beta Ltd, and Gamma GmbH. During the setup (for example, provisioning via SSO), all users were added to a single shared Workspace, which is unnecessary. |
The Goal
Restructure the account so that:
Alpha Corp users work in their own isolated Workspace
Beta Ltd users work in their own isolated Workspace
Gamma GmbH users work in their own isolated Workspace
Each Workspace has its own administrator and settings
The subscription administrator retains oversight of all three
What This Achieves
Before | After |
All users share one Workspace | Each group has its own Workspace |
All users see shared Team Space | Team Space is isolated per Workspace |
One set of workflow settings for everyone | Independent settings per Workspace |
No separation between groups | Full document and membership isolation |
One admin manages everything | Each group can have its own admin |
Step-by-Step: Restructuring Your Workspaces
Follow these steps to move from a single shared Workspace to separate Workspaces per group.
Step 1 — Identify Your Groups and Their Members
Before making any changes, prepare a clear mapping of which users belong to which group. You will need this when inviting users into their new Workspaces.
Recommended: create a simple table or spreadsheet with two columns — user email and group name. You can export your current member list from the Administration Portal for reference.
Tip: Go to Administration Portal → Workspace Members to view and export the current member list. |
Step 2 — Create a New Workspace for Each Group
For each independent group, create a dedicated Workspace. You can create up to 50 Workspaces.
How to create a new Workspace:
Option A — From the header:
Click your current Workspace name in the top navigation header.
Select Create New Workspace from the dropdown menu.
Give the Workspace a clear name (e.g., "Alpha Corp").
Option B - From Settings:
Navigate Admin Settings.
Click Create Workspace on All Workspaces
Enter the Workspace name and confirm.
Option C — From Settings:
Navigate to Admin Settings.
Click your current Workspace name in the left navigation.
Select Create New Workspace from the dropdown menu.
Enter the Workspace name and confirm.
Naming tip: Use the group's actual name (e.g., company name, department, project) so the Workspace is immediately recognizable to both you and the group's admin. |
Step 3 — Assign an Administrator for Each Workspace
Each Workspace should have at least one dedicated administrator who manages day-to-day membership and settings for that group. This distributes the management workload and gives each group autonomy.
How to invite an administrator:
Switch to the newly created Workspace using the header dropdown.
Open the Workspace Members panel (header dropdown, left sidebar icon, or Administration Portal → Workspace Members).
Click Invite Users.
Enter the administrator's email address.
Set the role to Administrator.
Click Invite Members.
The invited administrator will receive an email and must accept the invitation before they can manage the Workspace. Once accepted, they can invite and manage their group's members independently. |
Step 4 — Move Existing Users to Their Correct Workspace
Users from the original shared Workspace can be moved to their appropriate new Workspace. This can be done from the member management panel.
How to move a user to a different Workspace:
Open Administration Portal → Workspace Members in the shared (original) Workspace.
Find the user you want to move.
Click the More (⋯) menu on the user's row.
Select Move to Another Workspace.
Choose the target Workspace from the list.
Confirm the action.
Important: When a user is moved, they retain their subscription seat and their personal documents. They will no longer have access to the original Workspace's Team Space. |
Step 5 — Invite New Users Directly into the Right Workspace
For any new users being added for the first time, invite them directly into the correct Workspace from the start, rather than adding them to a shared Workspace first.
How to invite new users (individual or bulk):
Individual invite:
Switch to the target Workspace using the header dropdown.
Open Workspace Members (header, sidebar, or Administration Portal).
Click Invite Users and enter the email address.
Select the role (Member or Administrator) and click Invite Members.
Bulk invite (up to 500 users at once):
Switch to the target Workspace.
Open the Invite Users panel.
Paste a list of email addresses (comma-separated or line-by-line) into the invite field.
Assign roles individually or apply one role to all.
Click Invite Members.
Users must accept the email invitation before they are added to the Workspace. You can monitor pending invitations in the Workspace Members list (status shown as "Invite Pending"). |
Step 6 — Configure Each Workspace's Settings
Each Workspace has its own independent settings. Once members are in place, configure the Workspace to match the group's requirements.
Available Workspace settings include:
Workspace name and logo (branding for the signing session and email invitations)
Default destination folder for team documents
Invite and signing settings (reminders, expiration, etc.)
Login settings (SSO, two-factor authentication)
Compliance settings (HIPAA, 21 CFR Part 11 if applicable)
Cloud storage export integrations
How to access Workspace settings:
Switch to the target Workspace using the header dropdown.
Navigate to Administration Portal → Workspace Settings.
Configure the required options.
Tip: Workspace settings apply to all members of that Workspace. If you need different settings for different groups, this is exactly why separate Workspaces are recommended. |
Subscription Administrator: Maintaining Overview
Even when each Workspace is managed independently by its own admin, the subscription administrator retains full visibility across all Workspaces.
Viewing All Workspaces
From the Administration Portal, navigate to All Workspaces. This view shows every Workspace under your subscription, including:
Workspace name
Number of members
Administrator(s)
Status
From this view you can switch into any Workspace to manage it directly, or use the More (⋯) menu to perform actions without fully switching context.
Frequently Asked Questions
Can a user belong to more than one Workspace?
Yes. Users can be members of multiple Workspaces and switch between them from the header. The settings of the currently active Workspace apply to documents sent from that context.
How many Workspaces can I create?
Up to 50 Workspaces on paid plans. Trial accounts may be limited to 3.
Will moving a user delete their documents?
No. A user's personal documents remain in their account when they are moved. Only their Workspace Team Space access changes.
Do users in separate Workspaces share the same subscription seats?
Yes. All Workspace members draw from the same subscription. Adding a user to any Workspace assigns them a seat from your plan.
Can a Workspace admin manage other Workspaces?
A Workspace Administrator can only manage the Workspace they have been given admin rights in. The subscription administrator manages all Workspaces from the All Workspaces panel.
Quick Checklist for Administrators
Use this checklist each time you set up a new isolated group in SignNow. |
For each new group:
Identify the members who belong to this group
Create a new Workspace with a clear descriptive name
Invite or designate a group administrator (role: Administrator)
Invite all group members into this Workspace
Move any existing users who were previously in a shared Workspace
Configure Workspace settings (logo, signing defaults, compliance if needed)
Verify members have accepted their invitations
Confirm access: members should see only their Workspace's Team Space