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Manage workspace access levels

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Written by Ferdinand
Updated today

📖 Table of Contents


In Yousign, user roles (Owner, Admin, Member) define permissions at the organization level.

Within each workspace, visibility is managed separately through workspace access levels. These let you decide, for each user in each workspace, how much access they have to signature requests and related documents. This provides the flexibility you need to manage permissions effectively across your organization.

This makes it easier to:

  • Give some users oversight of all activity in a workspace, without making them admins.

  • Limit access to sensitive signature requests for users who only need to manage their own work.

With workspace access levels, you stay in control of both security and collaboration.

Prerequisites


  • Plan: Available on Plus, Pro, and Scale plans

  • Role: Owner or Admin access to manage workspace permissions

Permission Levels


You can assign one of two permission levels to each user in each workspace:

Full Access

  • View and edit all signature requests in the workspace (including requests created via API or integrations like HubSpot)

  • Manage all documents, forms, templates, and contacts in the workspace

  • Best for: Team leads, managers, or users who need complete oversight

Personal Access

  • View and edit only their own signature requests

  • Cannot see signature requests created by other users

  • Best for: Users who don’t need visibility into other people’s activity in the workspace

Setting Permissions when inviting Users


When you invite a new user to your organization, you'll set their workspace permissions:

  1. Click on Settings at the bottom left of the screen

  2. Go to Users

  3. Click “Invite user”

  4. Enter the user's email address

  5. Select their role (Admin, Member)

  6. Choose which workspaces to add them to

  7. For each workspace, select their permission level:

    • Full access

    • Personal access

Keep in mind: you can only grant access levels that are equal to or below your own in that workspace. For example, if you’re an Admin with Personal access in a workspace, you can only invite new users with Personal access in that workspace.

8. Click “Invite”

Managing existing User Permissions


Edit User Permissions

To change a user's workspace permissions:

  1. Go to Settings > Users

  2. Find the user and click the three dots (...)

  3. Select “Edit user & role permissions”

  4. Under Assign workspaces and permissions, adjust their permission level for each workspace

  5. Click “Update user role”

From a Workspace

  1. Open the Workspace where the user belongs

  2. Go to the Users list

  3. Edit the user’s permissions directly from there

Add Users to Workspaces

To add an existing user to a workspace:

  1. Go to Settings > Workspaces

  2. Click on the relevant workspace

  3. Click “Add users”

  4. Select the user from the dropdown

  5. Choose their permission level for this workspace

  6. Click “Add”

FAQ


Can I have different permission levels in different workspaces?

Yes, each user can have different permission levels in each workspace to which they belong.

Can I change the Owner's permissions?

No, the Owner always has Full access in all workspaces and cannot be restricted.

What if a user only belongs to one workspace, and I want to remove them?

You'll need to suspend their access to the entire organization rather than just removing them from the workspace.

Can Members have Full access?

Yes, Members can be granted Full access to signature requests in a workspace.

Do permissions affect templates and forms?

Yes, Full access covers all documents, forms, templates, and contacts in the workspace.

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