Team Management

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Understanding Teams

Teams are collaborative workspaces within your organization where members work together on documents and templates. Each team has its own set of documents, templates, and settings.

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Why Use Teams?

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Organization

• Separate workspaces for different departments
• Project-based document organization
• Regional or location-based teams
• Clear separation of concerns

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Access Control

• Team-specific member access
• Control who can see team documents
• Isolated workflows
• Granular permissions

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Customization

• Team-specific branding
• Custom email addresses per team
• Team-level settings and preferences
• Tailored workflows

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Creating a Team

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Team Details

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Team Name

Choose a clear, descriptive name:

• Good: “Sales Team”, “Human Resources”, “Legal Department”
• Good: “ACME East Coast”, “Product Team Alpha”
• Bad: “Team 1”, “Group A”

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Team URL

Unique identifier for your team:

• Format: /t/team-url
• Used in all team links
• Must be unique within Documenso
• Can include letters, numbers, and hyphens

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Team Roles

Members can have different roles within a team:

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Team Admin

Full control over the team:

• ✅ Manage team settings
• ✅ Add/remove team members
• ✅ Assign team roles
• ✅ Configure team branding
• ✅ Manage team API tokens
• ✅ Access all team documents
• ✅ Delete or archive team

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Team Manager

Management with some restrictions:

• ✅ Create and send documents
• ✅ Manage templates
• ✅ View team documents (based on visibility)
• ✅ Invite new team members
• ❌ Cannot modify team settings
• ❌ Cannot delete team

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Team Member

Standard team access:

• ✅ Create and send documents
• ✅ Use team templates
• ✅ View own documents
• ✅ View documents based on visibility settings
• ❌ Cannot invite members
• ❌ Cannot modify team settings
• ❌ Limited document visibility

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Adding Members to Teams

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Individual Assignment

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Using Groups

Assign entire groups to teams:

1. Create a group in organization settings
2. Add members to the group
3. Assign the group to a team
4. Set the default role for group members

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Team Settings

Configure team-specific settings:

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General Settings

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Team Information

• Team name and URL
• Team description
• Team avatar/logo

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Team Email

Custom sending email for the team:

• Professional appearance
• Team-specific sender address
• Requires domain verification

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Document Settings

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Default Visibility

Set default document visibility:

• Everyone: All team members can view
• Manager and Above: Managers and admins only
• Admin: Admins only

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Default Language

Team’s default language for:

• Email notifications
• UI text
• Document interface

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Timezone and Date Format

• Team timezone for dates
• Preferred date format
• Affects date fields and timestamps

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Signature Methods

Enable/disable for team:

• Typed signatures
• Drawn signatures
• Uploaded signatures

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Expiration Periods

Default expiration for team documents:

• Standard period (7, 14, 30, 60, 90 days)
• Custom period
• No expiration

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Email Settings

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Email Branding

Customize team emails:

• Email subject templates
• Email message templates
• Reply-to address
• Sender details

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Document Email Settings

Defaults for document notifications:

• Include sender details
• Include signing certificate
• Include audit log

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Branding Settings

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Visual Branding

Customize team appearance:

• Team logo
• Brand colors
• Company details on documents
• Custom branding on certificates

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Advanced Settings

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Delegate Document Ownership

Allow document ownership delegation:

• Team members can create documents on behalf of others
• Useful for assistant or administrative workflows

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Default Recipients

Set up default recipients for team documents:

• Automatically add common recipients
• CC default email addresses
• Streamline repetitive workflows

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Managing Team Members

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Viewing Members

See all team members:

• Member name and email
• Team role
• Date added to team
• Active/inactive status

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Changing Roles

Update member roles:

1. Go to team members page
2. Find the member
3. Click on their role
4. Select new role
5. Confirm change

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Removing Members

Remove members from the team:

1. Go to team members page
2. Find the member to remove
3. Click Remove or delete icon
4. Confirm removal

Effects of removal:

• Member loses access to team documents
• Cannot create new documents in the team
• Existing documents they created remain
• Can be re-added later

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Team Groups

Use groups for efficient team management:

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Creating Groups

At the organization level:

1. Go to organization settings
2. Navigate to Groups
3. Create new group
4. Add organization members to group

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Assigning Groups to Teams

1. Open team settings
2. Go to Groups tab
3. Click Add Group
4. Select the group
5. Choose default team role for group members

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Group Benefits

• Easier Management: Add/remove from one place
• Consistency: Same members across related teams
• Bulk Changes: Update many members at once
• Clear Structure: Reflects organizational hierarchy

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Team Folders

Organize team documents and templates:

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Creating Folders

1. Navigate to Documents or Templates
2. Click Create Folder
3. Name the folder
4. Set folder visibility (optional)
5. Create nested folders if needed

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Folder Organization Ideas

By Type:

• Contracts
• Agreements
• Forms
• Internal Documents

By Status:

• Active
• Completed
• Archived
• Pending

By Project:

• Project Alpha Documents
• Client ABC Files
• Q4 Contracts

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Team API Tokens

Create API tokens for team automation:

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Creating Team Tokens

1. Go to team settings
2. Navigate to API Tokens
3. Click Create Token
4. Name the token
5. Set expiration (optional)
6. Save and copy the token

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Token Permissions

Team API tokens can:

• Create and send documents
• Access team templates
• Retrieve document status
• Download completed documents
• Manage recipients and fields

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Token Management

• Regularly review active tokens
• Revoke unused or compromised tokens
• Use descriptive names for tracking
• Set expiration dates for enhanced security

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Team Webhooks

Set up webhooks for team events:

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Available Events

• Document created
• Document sent
• Document opened
• Document signed
• Document completed
• Document rejected
• Document cancelled
• Recipient expired

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Creating Webhooks

1. Go to team settings
2. Navigate to Webhooks
3. Click Create Webhook
4. Enter webhook URL
5. Select event triggers
6. Add secret for verification (optional)
7. Save webhook

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Team Best Practices

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Structure

• Clear purpose: Each team should have a well-defined purpose
• Appropriate size: Not too large or too small
• Logical grouping: Group related functions together
• Avoid duplication: Don’t create redundant teams

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Membership

• Regular audits: Review team members quarterly
• Prompt updates: Add/remove members as roles change
• Clear roles: Ensure everyone has appropriate permissions
• Document membership: Keep records of who should be on each team

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Settings

• Inherit when possible: Use organization defaults when appropriate
• Override purposefully: Only override settings with good reason
• Document differences: Note why team settings differ from org defaults
• Regular reviews: Review team settings periodically

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Communication

• Onboard new members: Provide team documentation and guidelines
• Clear expectations: Communicate team processes and standards
• Regular check-ins: Review team workflows and effectiveness
• Feedback loops: Encourage member feedback on team setup

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Switching Between Teams

If you’re a member of multiple teams:

1. Click the team selector in the navigation
2. Choose the team you want to access
3. You’ll see that team’s documents and templates

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Team Analytics

Track team usage and activity:

• Document creation rate
• Completion rates
• Active members
• Template usage
• Average signing time

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Deleting a Team

Permanently remove a team:

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Before Deleting

• Export or archive important documents
• Notify all team members
• Remove sensitive or confidential content
• Consider archiving instead of deleting

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Deletion Process

1. Go to team settings (must be Team Admin)
2. Navigate to Danger Zone or advanced settings
3. Click Delete Team
4. Confirm by typing team name
5. Confirm deletion

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Next Steps

• Configure organization-wide settings
• Set up Single Sign-On for your organization
• Create templates for your team