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Users, roles & teams

Invite, manage and remove users

Add colleagues to your fynk account, change their role and teams, and remove people who leave.

Written By Sebastian

Last updated About 8 hours ago

Everyone who works with documents regularly in fynk needs a user account. People who only review or sign a single document don't: you can invite them to that document as external users, free of charge.

Available on all plans (Free: 1 user) · Owners and Admins

Who needs a user account?

Give someone a user account if they need to:

  • see or work with several documents,

  • upload or create documents,

  • sign documents regularly, or

  • create or manage templates.

If someone only needs to comment on or sign a document now and then, invite them to that document instead. See Share a document with external parties.

Invite a user

  1. Go to Account Settings → Users.

  2. Click the invite button (person icon) at the top right.

  3. Enter their Email address.

  4. Choose a Role. See User roles and permissions.

  5. Add them to one or more Teams so they see the right documents. See Teams: control who sees which documents.

  6. Optional: add a Message.

  7. Click Invite.

The person receives an email with a confirmation link and sets their password when they accept. Invitations are listed under Sent invitations below the user list, with their role, teams, status (Pending or Expired), and created and expiry dates. Invitations are valid for 14 days. While an invitation is pending, click Send reminder to send it again. Click Cancel to cancel an invitation, which makes its link invalid. An expired invitation can't be reminded: cancel it and invite the person again.

Change a user's role or teams

Go to Account Settings → Users, open the user and change their role or teams. Changes apply immediately.

Remove a user

  1. Go to Account Settings → Users.

  2. Click ⋯ next to the user and choose Remove.

The user can no longer log in or receive notifications, and their seat is freed. Their documents stay in the account. If you invite the same email address again later, the user is restored with their history.

Seats and licences

  • Every active user takes one seat, whatever their role. There's no free view-only seat.

  • Everyone who logs in needs a seat. This includes internal approvers, people who are assigned tasks, and colleagues who only want to receive notifications or view documents.

  • Owners can add seats under Account Settings → Subscription & Billing. [CHECK: self-service on all plans?]

  • When you reach your seat limit, inviting more users fails until you add seats or remove someone.

Good to know

  • Each user is identified by their email address. A person can't have two users with the same address.

  • Only an Owner can make someone else an Owner. Admins can't edit or remove Owners.

  • The last remaining Owner can't be removed. Owners can only be removed by other Owners.

  • To test roles, you can invite the same person again with a +suffix address, such as name+test@company.com.

  • Only the user can change their own login email address, in their profile. If that isn't possible, contact support.

  • In a user's detail view, Owners see the user's change history and the documents the user is involved in.

  • The user list can't be exported. As a workaround, increase the page size, select all users and copy the list into Excel.

  • When someone leaves, documents they created don't move to another user automatically. Make sure a colleague or team has access to their documents before you remove them. [CHECK: is reassigning documents planned or possible via support?]

  • There's no function to transfer all of a user's documents to another user, and no bulk change of document owners. For many documents, you can change the owners with a script through the API.

  • If your company uses SSO and SCIM, users are created and removed through your identity provider. See Set up SSO.

Troubleshooting

The invitation link has expired? An expired invitation can't be reminded. Cancel it under Sent invitations and invite the person again.

Inviting a user fails with an error? You may have reached your seat limit. Check your seats under Subscription & Billing.

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