Managing Users¶

Learn how to invite users, assign roles, and manage user permissions.

Viewing Users¶

User List¶

1. Go to Settings > Users
2. View all users in your organization

The list shows:

• User name and email
• Role
• Status (Active, Pending, Inactive)
• Last activity

Inviting Users¶

Send an Invitation¶

1. Go to Settings > Users
2. Click Invite User
3. Enter the user's email address
4. Select their role
5. Click Send Invitation

Invitation Process¶

When you invite a user:

1. They receive an email with an invitation link
2. They click the link to accept
3. They create a password
4. They're automatically signed in

Invitation Expiration¶

Invitations expire after 7 days. If an invitation expires:

1. Go to Settings > Users
2. Find the pending invitation
3. Click Resend Invitation

User Roles¶

Roles are structural and control access to settings and user management. They are mutually exclusive.

Role Descriptions¶

Signature Capability Flags¶

Independently of role, users can hold a SignatureManager capability that allows creating and sending signature requests. These flags are orthogonal to the structural role.

A SignatureManager (paid or demo) seat is required to upload documents and to create and send signature requests. Users with neither can only view and sign.

Demo seats are free and unlimited — they do not count against your purchased paid-seat quota. The Billing page shows the number of demo seats in use alongside your paid seats.

Assigning Seats¶

Only Organization Owners can assign seats.

1. Go to Users
2. Click on the user
3. In the SignatureManager Seat section, click Assign Paid Seat or Assign Demo Seat
4. Click Revoke Seat to remove capability

Changing User Roles¶

1. Go to Settings > Users
2. Click on the user
3. Click Edit
4. Select the new role
5. Click Save

Passkeys for Signing¶

Every signature event in a GxP-enabled organization requires a fresh re-authentication — there is no session caching (EU Annex 11 § 13.3). The fastest method available is a WebAuthn passkey: one biometric tap (Touch ID, Face ID, Windows Hello, Android biometric, or a hardware security key).

What admins need to know¶

• Self-service enrollment. Users register their own passkeys at Your profile → Passkeys. No admin action is required to enable passkey signing for a user.
• Multiple passkeys per user. Encourage users to register at least two (e.g. phone + laptop) so they are not locked out if a single device is lost.
• Per-organization policy. You can require passkeys at the organization level so that password and SSO step-up are disabled as signing fallbacks. See Require Passkey to Sign.
• Lost device. A user can revoke a lost passkey themselves from Your profile → Passkeys → Remove. If they have lost access to all their devices, deactivate their account, reset access through their SSO IdP if applicable, or remove credentials via Django admin.

The end-user setup guide is at Passkeys (Touch ID / Face ID / Hello).

GxP User Fields¶

For organizations with GxP compliance enabled, additional user fields are available.

Available Fields¶

Training Status Options¶

Editing GxP Fields¶

1. Go to Settings > Users
2. Click on the user
3. Click Edit
4. Update the GxP-specific fields
5. Click Save

Deactivating Users¶

When a user leaves your organization:

Deactivate (Recommended)¶

1. Go to Settings > Users
2. Click on the user
3. Click Deactivate
4. Confirm deactivation

Deactivated users:

• Cannot sign in
• Retain their signature history
• Can be reactivated later

Delete User¶

1. Go to Settings > Users
2. Click on the user
3. Click Delete
4. Confirm deletion

Bulk Operations¶

Export User List¶

1. Go to Settings > Users
2. Click Export
3. Select format (CSV or Excel)
4. Download the file

Bulk Invite¶

For inviting many users at once:

1. Prepare a CSV with email addresses and roles
2. Go to Settings > Users
3. Click Bulk Invite
4. Upload the CSV
5. Review and confirm

User Activity¶

Viewing User Activity¶

1. Go to Settings > Users
2. Click on a user
3. View their Activity tab

Activity includes:

• Sign-in history
• Documents signed
• Requests created
• Settings changes

Last Active¶

The user list shows when each user was last active:

• Today - Active within 24 hours
• This week - Active within 7 days
• Date - Shows the actual date for older activity

Best Practices¶

1. Least privilege - Assign the minimum role needed
2. Regular audits - Review user list periodically
3. Prompt deactivation - Deactivate departed users immediately
4. Document roles - Keep a record of who has what access
5. GxP training - Keep training status current for compliance