Adding and deactivating team members

All of the team roles management activities take place under the Team tab in the top menu bar and can be performed only by the team owner.

Who is a team member?

Team members are most likely your colleagues who send out contracts on behalf of your company. You can only be a member of one team.

If a team member is deactivated (eg. in case the person is leaving the company) they will no longer have access to their account but you and the rest of the team who have permission to see their documents will still be allowed to retrieve access to them. This way you will never be put in a position of losing important documents due to internal personal changes. 

Here for your convenience is a short video on how to add a new member to your team, followed by deactivating and deleting their account. And step-by-step guidance follows below in the article.

Adding team members

You can add a new member to your team by clicking on the blue button called Add members or viewers located on the top left-hand side navigation and choose Add a team member from the drop-down menu:

Changing a team member to a viewer

A team owner has the right to evoke any changes and must keep in mind that a team member will always be notified via email about their invitation to take part in a team.

If a member is once turned into a viewer, they must be removed from the team and then added as a completely new member. This means they have to accept a new invitation if you want to make them a member again in order to accept sharing their documents with your team.

How to turn a member into a viewer?

You can turn any of your active team members into viewers from the Team tab in the top menu. Find the member you want to change into a viewer in the overview of your team and click on the three small grey dots on the right-hand side:

Choose Change the role to viewer option from the drop-down menu. 

Deactivating team members

When deactivating team members, you remove them from your payment plan and their accounts become locked which means they can no longer access their accounts. However, you and the rest of the team with given permission will still be able to view all their documents and add them when managing future access levels for newly added active team members.

Deactivating a team member is therefore the resolution of having an account within a team that will no longer work for the same company.

How to deactivate a team member?

Find the team member you want to deactivate under Team tab in the top menu, click on the three grey dots to the right-hand side of their name, and choose Deactivate member from the drop-down menu. 

The account will now be inaccessible to the user and their name will disappear from the team members list. 

What happens after deactivating a team member?

The documents of a deactivated account can still be found under the Team folder after the deactivation.

The team owner and the rest of the team with permission to access the member's documents will be able to access all documents owned by the deactivated user.

The team can only open these documents, view them, and either save them as .pdf or create a new draft from them.

In case the documents were added to a shared folder by the deactivated user, the team owner and the rest of the team with the needed permission will have additional managerial rights to the deactivated account's documents. They will in addition to the above actions, be also able to Move them to private folders and Add them to shared folders.

Deactivated members can always be reactivated again if it is necessary.

How to reactivate team members?

You will find the list of deactivated members at the bottom of the Team page. Choose the member you would like to reactivate back and click on the three small dots to the right-hand side of their name, then choose Activate account. The account will now be unrestricted to the user again, allowing them to log in and regain the shared within the team Contractbook plan.

How to delete a team member's account?

From the deactivated members list, you can also choose to permanently delete a member's account.

The deletion will archive the team member's account completely which means it not only will be inaccessible to the team member, but all the documents stored on this account will no longer be available to the team owner or anyone else from the team. 

Want to know how to manage permissions within your team? Here is our article about team management. And here you can learn how team owners can use the team's activity feed.
If you still need additional information or assistance, reach out to us at any time via our Online Support Chat or by sending us an email.