Getting Started

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Account types

There are two types of accounts on SignSpace:

  • Personal accounts

  • Organization accounts

Personal accounts are accounts for individual users who use SignSpace for personal needs. Personal accounts come with a free license and limited functionality. Personal accounts cannot have paid plans with unlimited functionality.

Organization accounts are accounts registered on SignSpace to represent organizations identified by a business ID or company number. Organization accounts can be registered for free and have a 14 day trial period with full functionality but require a paid license for unlimited feature use after the free trial.

User types

There are three types of users on SignSpace:

  • Personal users

  • Organization users

  • Bots

If you sign up to SignSpace yourself, you become a personal user and a personal account is created. As a personal user, you are able to use only limited SignSpace functionality.

You can:

  • use chat

  • participate in existing spaces (reply, set tasks complete, sign signing requests)

     

  • attach files up to 25MB in size to spaces or chats

  • have all space’s content stored for 10 years automatically

You cannot:

  • create spaces

  • create signing requests

  • create tasks

  • create groups

  • upload files directly to files view

  • see chat history older than 30 days (chat content is stored for 6 months automatically, and you may access it by joining a paid plan)

If you “connect” to an organization account, you become an organization user. These are the following ways to “connect” to an organization account:

When you become an organization user you receive a 14 day trial with unlimited SignSpace functionality. After the 14 days trial, your access to SignSpace functionality will depend on the organization account plan:

  • If the organization has a paid plan, and you are allocated one of the paid licenses, you will continue using full functionality.

  • If the organization has a paid plan, but you are not allocated one of the paid licenses, you will have only limited functionality.

  • If the organization has a free plan, you will have only limited functionality.

Unlimited functionality for organization users allows users to:

  • use chat with access to full history (history is only limited by the storage available to the paid plan)

  • participate in existing spaces (reply, set tasks complete, sign signing requests)

  • create new spaces, signing requests, tasks, groups

     

  • attach files of up to 25MB in size to spaces, chats or upload to files view

  • have all space’s content stored for 10 years automatically

Limited functionality for organization users is the same as for personal users. You cannot:

  • create spaces

  • create signing requests

  • create tasks

  • create groups

  • upload files directly to files view
  • see chat history older than 30 days (chat content is stored for 6 months automatically, and you may access it by joining a paid plan)

There are two types of organization users:

  • Main - account admins

  • Regular - any organization member

Organisation admin determines your user type when inviting you to join the organization account or when accepting your request to join the organization.

Bots are automated messengers, posting relevant notifications on SignSpace spaces. For example, you are greeted by a SignSpace Bot when you join SignSpace for the first time. As a space owner, you are also informed by the SignSpace Bot when new users are requesting access to your space.

User identity verification

To ensure trusted communication, SignSpace uses identity verification service by Signicat. It covers identity verification via electronic IDs for Finland, Sweden, Norway, Denmark, Estonia, Latvia, and Lithuania.

Some user actions on SignSpace require mandatory identity verification, such as electronically signing a document.

Sign up as a new personal user 

Go to www.signspace.com and click on the Join SignSpace button.

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Fill in the registration form and accept the Terms of Service, Data Processing Agreement and Privacy Policy. Then click Continue.

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Switch to your email inbox to verify your email address.

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Check your inbox (and Spam folder) for an email from SignSpace. Click the verification link provided in the email message.

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You will be asked to sign in to SingSpace.

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Once signed in, you will see an email verification confirmation. Click Continue.

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You will land in the main SignSpace user interface with a welcome message from the SignSpace Bot.

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Register your organization 

To register an organization on SignSpace, you must become a personal user first. Once you have registered as a personal user or are already a personal user, go to All accounts in the sidebar.

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Select Register organization.

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Enter the email address you would like to associate with your organization.

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If you are entering the same email you used to register on SignSpace, SignSpace will provide it as an autocomplete suggestion. Select the email you would like to use and click Continue.

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If you are entering a new email (not suggested by the autocomplete), you will be asked to validate this email. You will receive an email message with a verification link. Go to your email inbox and click Finish registration.

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Next, fill in the organization’s details and click Find organization.

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You will receive a confirmation that such organization is not registered. Click Register organization.

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You will be redirected to the administration page to register a new organization account. Click Continue.

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Provide your organization contact details. Click Continue.

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Select one of the plans.

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Provide invoicing details (invoicing details are not required for the free plan and the plan for over 300 users).

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When you click Place order and create organization account, you will be asked to verify your identity if you have not done so before. 

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Click Verify identity. SignSpace uses identity verification service by Signicat. It covers identity verification via electronic IDs for Finland, Sweden, Norway, Denmark, Estonia, Latvia, and Lithuania. You will need your electronic bank ID or mobile ID credentials to complete identity verification. 

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Once you finish verifying your identity, your organization is registered and your email is connected to the organization account. You are the organization administrator (you become the main user of the organization). You can invite other users to your organization and manage organization account.

Onboard your organization 

For your whole organization to start using SingSpace, add new users to your organization account. On the User management page click + New user.

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Add your colleagues’ email addresses, select user type and click Send invitation.

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Email invitations will be sent to them to complete the registration process.

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Register with organization invitation 

Once your organization admin invites you to join the organization account, you will receive an email notification. Click Start using service.

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If you do not have a SignSpace account yet, fill in the registration form and click Continue. If you already have a SignSpace account, do not register again. Use the sing in link in the blue notification at the top of the registration form.

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In the success message screen, click To service.

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You will land in the main SignSpace user interface with an organization account welcome message from the SignSpace Bot.

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Accept organization invitation 

If you already have one SignSpace account and your organization admin invites you to join the organization account, you will receive an email notification. Click Start using service.

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Sign in to your SignSpace account.

 

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Confirm that you agree to accept the organization invitation and choose if you would like to link your current SignSpace account email with the organization account.

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If you accept the invitation, the new account will be added to your accounts list in the sidebar. 

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Join existing organization account 

If you are a personal user and your organization is already registered on SignSpace, you can ask to join it. Click All accounts in the sidebar.

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Select Join organization.

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Enter the email address you would like to associate with your organization.

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If you are entering the same email you used to register on SignSpace, SignSpace will provide it as an autocomplete suggestion. Select the email you would like to use and click Continue.

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If you are entering a new email (not suggested by the autocomplete), you will be asked to validate this email. You will receive an email message with a verification link. Go to your email inbox and click Finish registration.

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Next, fill in the organization’s details and click Find organization.

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You will receive the following message. Click Request access.

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Your request is sent to the main users of your organization for approval. Once approved, you will receive an email notification and will be able to switch to this organization account in the sidebar.

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Plans overview 

When a new organization is registered on SignSpace, one of the registration steps is selecting the service plan.

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An organization may start with a free plan, however, only limited functionality will be available for each organization user after the 14 day trial period.

Paid plans provide a number of paid licenses that an organization may distribute to its users. Organization users with an allocated paid license have access to unlimited SignSpace functionality.

In relation to the number of licensed users, each plan also has some storage space allocated to the organization. The larger the plan, the more storage space is allocated.

Paid plans are invoiced annually, however, organizations may change plans at any time. If an organization chooses to upgrade or downgrade, the remaining amount of your current subscription is refunded, and the new subscription will be activated. If an organization chooses to terminate the subscription, the remaining amount of the subscription is refunded.

All the plans are processed and invoiced automatically, except for plans that include more than 300 users. This plan is customizable for specific requirements of each large organization. If your organization would like to order this plan, first register the organization on SignSpace with a Free plan and then contact SignSpace customer service to complete the custom plan ordering.

 

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