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

Each new user joining SignSpace (with a personal account or an organization account) gets a 14 days free trial period with full SingSpace features.   

After the free trial expires features available to you will depend on your subscription type. There are two subscription types:

  • Lite - is a free subscription with less features meant for users who only participate in existing conversations, but do not create their own content.
  • Full - is a paid subscription with full SignSpace features.

Under a lite subscription you can:

  • create and participate in chat conversations (content is stored for 1 year)
  • participate in existing spaces (reply, set tasks complete, sign signing requests)
  • attach files of up to 25MB in size to spaces, chats
  • have all signed content stored to SignSpace for 10 years

Under full subscription you are additionally allowed to:

  • create new spaces
  • create and send signing requests
  • create and assign tasks
  • create new groups

Personal accounts have only the lite subscription type. Organizations may choose between lite or full subscription types. When selecting a full subscription, organization chooses how many full users it would like to have.

Sign up as a new personal user

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

Registration button on the SignSpace website

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

SignSpace new user empty registration form

Switch to your email inbox to verify your email address.

Instructions for new user email verification

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

Email notification for new user email verification

You will be asked to sign in to SignSpace.

SignSpace sing in screen

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

Successful email verification confirmation

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

SignSpace welcome message to a new 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 for selecting accounts menu

 

Select Register organization.

Open accounts menu for selecting "Register organization"

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

Empty email field for starting to register your 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.

Note: Enter this email with care. If you already have an account with this email on SignSpace, all the information from this SignSpace account will be transferred to the organization account once the organization is created. Therefore, always make sure you are creating the organization with a correct business email.

Email autosuggestion for starting to register your organization

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.

Empty organization details form for finding your orgnization

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

Filled organization details form to register your organization

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

Beginning of your organization registration process

Provide your organization contact details. Click Continue.

Contact details form for your organization

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 your organization

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

Invoicing details form for your organization

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.

Notification about successful organization registration

Onboard your organization

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

Your organization user management page with user list

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

Empty new user invitation form

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

Updated user list including sent new user invitations

In case your organization has a full (paid) subscription and some licenses are still available, these new users will be allocated a full user type automatically (marked as Licensed user in the user list).

Indication of a licensed user in the user list

When all licenses have already been used up, you will need to upgrade your organization plan and then manually allocate licenses to users who are missing them.

Notification about remaining unused license number

Register with organization invitation

Note: This section applies if you DO NOT have an account on SignSpace.

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

Email invitation to join your organization on SignSpace

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.

SignSpace registration form with prefilled email

In the success message screen, click To service.

Confirmation about successful account creation

You will be asked to sign in once again.

SingSpace sign in window

You will have to confirm that you accept the organization invitation - click Accept invitation. If you choose Decline, you will remain with a personal account, not linked to your organization.

Confirmation window to accept your 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.

SignSpace welcome screen to a new organization account user

Accept organization invitation

Note: This section applies if you DO have an account on SignSpace already.

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.

32-org-invite2-emailEmail invitation to join your organization on SignSpace

Sign in to your SignSpace account.

SignSpace sign in window

Confirm that you agree to accept the organization invitation by clicking Accept invitation.

Confirmation window to accept your organization invitation

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.

Sidebar accounts menu indicates an organization account

If you decline the invitation, you will stay with your personal account.

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.

To of the sidebar for opening the accounts menu

Select Join organization.

Open accounts menu for selecting "Join organization"

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

Empty email input form for joining 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.

Note: Enter this email with care. If you already have an account with this email on SignSpace, all the information from this SignSpace account will be transferred to the organization account once the organization is created. Therefore, always make sure you are creating the organization with a correct business email.

Email input autosuggestion for joining 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.

Empty organization details form for finding your organization

You will receive the following message. Click Request access.

Filled organization details form for requesting access

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

Confirmation about sent request to join your organization

Once approved, you will receive an email notification.

Email notification about approved request to join your organization

Your personal account will turn into an organization account.

Sidebar accounts menu indicating organization account

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, 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 accessible from the top bar