Registration, accounts, users

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This section covers the following topics:

Account and user type overview

To start using SignSpace you need to register an account. There are two types of accounts on SignSpace:

  • Organization accounts
  • Personal accounts

Personal and organization accounts

Personal accounts are accounts for individual users, who use SignSpace for personal needs. You get a personal account when you first register to SingSpace yourself.

Organization accounts are accounts registered on SignSpace to represent organizations identified by a business ID or company number.

There are the following ways to get an organization account for a user:

  • Register your organization on SignSpace. When you are the first representative of your organization on SignSpace, you register a personal account first and then register your organization on SignSpace.
  • Register as a new user on SignSpace by following the organization email invitation sent to you by the admin user of your organization.
  • Already having a SignSpace personal account, accept the organization email invitation sent to you by the admin user of your organization.
  • Already having a SignSpace personal account, request to join your organization.

There are two roles in any organization account:

  • Admin user - organization admins in charge or managing the account and inviting new users
  • Basic user - any organization member

Organization admin user determines your user type when inviting you to join the organization account. If you ask to join the organization yourself, when your request is accepted by default you will become a basic user, but organization admin user can change the user type later.

Free trial and subscription types

Organizations may choose between the free plan or one of the paid plans.

The free plan allows to sign requests created by others, to collaborate in spaces and chats, to have the signed content archived for your organization. However the free plan does not allow creating your own signing requests for electronic document signing.

All paid plans include full digital signing functionality and all other SignSpace functionality. Each new organization registered on SignSpace selecting a paid plan, gets first 4 weeks free to try it. Chosen paid plan continues to apply after the end of the 4 weeks.

Paid plans are of different sizes:

  • Small - provides all SignSpace features for an unlimited number of users and includes 60 signatures for a fixed monthly fee of 6€. Additional signatures are charged separately if they exceed the included amount.
  • Medium - provides all SignSpace features for an unlimited number of users and includes 600 signatures for a fixed monthly fee of 49€. Additional signatures are charged separately if they exceed the included amount.
  • Large - provides all SignSpace features for an unlimited number of users and includes 1500 signatures for a fixed monthly fee of 99€. Additional signatures are charged separately if they exceed the included amount.
  • Enterprise - provides all SignSpace features for an unlimited number of users with a custom pricing, which is agreed by contact SignSpace sales team.

Personal accounts do not have plans and allow only limited digital signing functionality without creating signing requests.

Sign up as a new personal user

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

SignSpace website homepage

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

Empty registration form

Switch to your email inbox to verify your email address.

Email verification notification

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

Email message for email verification

You will be asked to sign in to SignSpace.

Sign in screen prefilled with email

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

Email verification success message

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

SignSpace welcome message for personal user

Register your organization

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

Top of the sidebar to open accounts menu

Select Join / Register organization.

Open accounts menu

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

Email entry for registering an organization

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.

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

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

Organization details form for finding the organization

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

Confirmation for registering organization

If you have no existing content in the SignSpace account, email of which you are using to register the organization, you will be redirected to the administration page to register a new organization account. If you already have some content under your personal account, you will see this message before starting the registration process. Choose the option which is suitable to you. If you choose a separate personal account, you will have two SignSpace accounts under one sign-in: one belonging to the organization and one personal.

Question about transferring user's existing content

Click Continue in the first step of the form.

First step of organization registration process

Provide your organization contact details. Click Continue.

Second step of new organization registration

Select one of the subscriptions. Free choice provides lite subscription with limited SignSpace features (the number of users for one organization is unlimited under this subscription). All the other options provide full subscriptions for the indicated number of users in your organization.

Plan selection for the organization

Provide the invoicing details (invoicing details are not required for the free plan) and place the order.

Selected plan summary for new organization account

Invoicing details for new organization account

Your organization is registered and your email is connected to the organization account. You are the admin user of your organization. You can invite other users to your organization and manage organization account.

Completed organization registration

Customise your organization logo

First of all, for other users to recognize your organization account, change the organization avatar to your organization logo. Go to the top of the sidebar.

Sidebar with selected organization account

Mouse over the default icon. You will see a dashed line and Edit. Click on that area.

Mouseover on the organization icon

A modal will open where you can update your organization logo. Click Change picture.

Modal for changing organization logo

Select your logo from your PC and upload it. You will see an updated organization logo. If everything looks ok, click Save picture.

Save changes to your organization logo

The modal will close and in the sidebar you will see updated organization logo. All your organization account users will see the organization logo like this. Only you and other admin users can change it.

Organization logo set for the organization account

Onboard your organization

For your whole organization to start using SignSpace, invite new users to your organization account. This is done in the User management page. To access the User management page, go to accounts menu in the sidebar and click on the Gear icon (the right side of your organization account line).

Open accounts menu

You will land in your organization details Overview page. In the sidebar switch to the User management page.

Organization account overview

On the User management page click + New user.

Organization user management page

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

New user invitation form

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

Register with organization invitation

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

New user email invitation

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 sign in link in the blue notification at the top of the registration form.

Registration form prefilled with email

In the success message screen, click To service.

Success account creation confirmation

You will be asked to sign in once again.

Sign in screen prefilled with email

You will have to confirm that you accept the organization invitation - choose whether you would like all your existing content to be moved to the new organization account and click Accept invitation. If you choose a separate personal account and accept the invitation, you will have two SignSpace accounts under one sign-in: one belonging to the organization and one personal. If you choose Go back option, you will remain with a personal account, not linked to your organization.

Confirmation about accepting organization invitation

After accepting the invitation, you will land in the main SignSpace user interface with an organization account welcome message from the SignSpace Bot.

Welcome message to an organization user

Accept organization invitation

If you already have a personal account and your organization admin user invites you to join the organization account with the same email address, you will receive an email notification. Click Start using service.

Email invitation to join organization

Sign in to your SignSpace account.

Sign in screen prefilled with email

Confirm that you agree to accept the organization invitation - choose whether you would like all your existing content to be moved to the new organization account and click Accept invitation. If you choose Go back option, you will remain with a personal account, not linked to your organization.

Confirmation about accepting organization invitation

If you choose to move all your existing content to the organization account, when you accept the invitation, your personal account will turn into an organization account. All your personal messages, spaces and groups will be also transferred to the organization account.

Open accounts menu

If you choose a separate personal account and accept the invitation, you will have two SignSpace accounts under one sign-in: one belonging to the organization and one personal.

Open accounts menu with two accounts

Join existing organization account

If you registered a personal account and your organization is already registered on SignSpace, you can ask to join it. Click the account menu in the sidebar.

Select Join organization.

Open accounts menu

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

Email address entry for joining your organization

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

Email address auto-suggest for joining your organization

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

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

Organization details form for finding your organization

You will receive the following message. Click Request access.

Confirmation that your organization is found

If you already have some content on SignSpace for the selected account (the email which you are using in this request to join organization), you will be asked to choose if you would like to move that content into the organization account. Select the appropriate option and click OK, proceed.

Choice for associating existing content with the organization

Your request is sent to the admin users of your organization for approval.

Organization join request is sent.

Once approved, you will receive an email notification.

Email notification about granted access to organization

Your personal account will turn into an organization account. If you selected not to move existing SignSpace content to the organization account, you will have two accounts under the same login: one is your new organization account and another is your personal account with the old content.

Sign in with SignSpace Key app

On the sign in screen under the password input field you can see a link QR code instead of password. Once you start using the SignSpace Key app you can use this link to sign in into your SigSpace account without the password. To do that, enter your email address and instead of entering your password click the link QR code instead of password.

SignSpace sign in screen

You will see this screen on your desktop.

QR code for signing in without password

Open your SignSpace Key app on your mobile, click the Scan QR code area at the bottom of the app screen and scan the QR code from your desktop screen. On the desktop you will be signed in to your SignSpace account.

Mobile app button for scanning a QR code

If you are not using the SignSpace Key app yet, you can start using the app at any time. Click one of the app store buttons at the bottom of the sign in area.

App store buttons for downloading the app

If you are on your mobile phone, the buttons will lead you to the app store page for a selected device. Install the app and follow the setup instructions. If you are accessing the sign-in page on your desktop, the app store buttons will lead to the following page. Enter your email address and you will receive app install links to your inbox.

Email input for requesting app download links

Open the appropriate app store link on your mobile phone to install the app for your device platform.

Personal settings

On the right side of the top bar you can change the language (English, Finnish and Swedish languages are available), access and manage your personal settings: Personal details, Verify your identity (visible if you have not done so), Change picture, My organizations (if you are linked to any). In the same menu, you may access the User guide and Sign out function. You may change your password on the Personal details page.

Personal settings menu

Verify your identity

To facilitate trust in the SignSpace platform users are encouraged to verify their identities. User with a verified identity has a blue shield next to the name. User without a verified identity has a grey shield.

User with a strongly verified identity

User without a strongly verified identity

When you click on your own grey shield, you will be provided with the option to verify your identity.

Modal for verifying your identity strongly

The same option is available from your personal settings.

Menu for verifying your identity strongly

The Verify your identity link will lead to this page first.

Beginning of the electronic identity verification

Clicking Verify identity will lead to the strong electronic identification, which is carried out via the verification service by Signicat. Identity is verified via electronic IDs for Finland, Sweden, Norway, Denmark, Estonia, Latvia, Lithuania. To verify your identity you will need your bank or mobile electronic ID credentials.

Signicat list of possible means for verifying identity

When you are back to SignSpace after the strong electronic identification, the shield next to your name will be blue.

Revoke SignSpace Key

When you install and set up SignSpace Key mobile app on your phone, digital signature keys are generated on your phone and they are used when you sign documents electronically. For security purposes you should always make sure that your phone is secured from other people having accidental access to it. Therefore when you are changing phones or if you lose your phone, it is very important to revoke the SignSpace Key from your phone. You can do that by contacting SignSpace customer service by phone 0600 301 339 (1,52 eur/min+pvm, weekdays 8:00 - 16:00) or email customerservice@signspace.com and providing your account email address for which you would like to revoke the SignSpace Key.