Team Management

10 min read

Build and manage your team effectively in Baseflow. Set up roles and permissions, create departments, control access to contracts, and monitor team activity with detailed logs.

Inviting Members

Add team members to your Baseflow workspace by sending email invitations. New members will create an account and join your workspace automatically.

How to invite team members

1
Go to Settings > Team
Navigate to the Team section in your workspace settings.
2
Click "Invite Members"
Open the invitation modal to add new team members.
3
Enter email addresses
Add one or multiple email addresses separated by commas.
4
Select role and department
Assign a role and optionally add them to a department.
5
Send invitation
Recipients will receive an email with a link to join your workspace.

Bulk invitations

Need to invite many people? Use our bulk invitation feature to upload a CSV file with email addresses, roles, and departments. Perfect for onboarding entire teams at once.

Roles & Permissions

Baseflow comes with four default roles to help you manage access levels. Each role has a predefined set of permissions that control what actions members can perform.

Owner

Default Role

Full access to all features, billing, and team management. Cannot be removed.

Key Permissions

All permissionsManage billingDelete workspaceTransfer ownership

Admin

Default Role

Manage team members, settings, and all contracts. Cannot access billing.

Key Permissions

Manage team membersManage settingsCreate/edit/delete all contractsView analytics

Member

Default Role

Create and manage their own contracts. View shared contracts.

Key Permissions

Create contractsManage own contractsView shared contractsUse templates

Viewer

Default Role

Read-only access to shared contracts and reports.

Key Permissions

View shared contractsView reportsDownload completed contracts

Custom Roles

Create custom roles with specific permissions tailored to your organization's needs. Available on Professional and higher plans.

Available Permissions

Contracts

Create contracts

Create new contracts and drafts

Edit any contract

Modify contracts created by others

Delete contracts

Permanently delete contracts

Send contracts

Send contracts for signature

View all contracts

Access all workspace contracts

Templates

Create templates

Create new contract templates

Edit templates

Modify existing templates

Delete templates

Remove templates from library

Use templates

Create contracts from templates

Team

Invite members

Send invitations to new users

Remove members

Remove users from workspace

Manage roles

Change member roles

View activity logs

Access team activity history

Settings

Manage workspace

Edit workspace settings

Manage branding

Update logo and colors

Manage integrations

Connect third-party apps

Manage billing

Access billing and invoices

Creating a Custom Role

1
Go to Settings > Roles & Permissions
2
Click "Create Custom Role"
3
Enter a name and description for the role
4
Select the permissions you want to grant
5
Save the role and assign it to team members

Departments

Organize team members into departments to manage access and visibility. Departments can have their own templates, folders, and contract visibility settings.

Department Structure

Create departments like Sales, Legal, HR, or Finance. Each department can have its own managers who control member access.

Department Isolation

Enable department isolation to ensure members can only see contracts within their department, unless explicitly shared.

Department Templates

Create templates specific to each department. Legal gets NDAs, HR gets employment contracts, etc.

Cross-Department Sharing

Share contracts across departments when needed. Track which departments have access to each contract.

Access Controls

Fine-tune who can access what with granular access controls. Set permissions at the workspace, department, folder, or individual contract level.

Access Levels

Public to Workspace

All workspace members can view the contract

Department Only

Only members of specific departments can access

Specific People

Only explicitly added members can access

Private

Only the contract owner can access

Activity Logs

Track every action taken in your workspace with comprehensive activity logs. Monitor team activity, audit changes, and maintain compliance.

Tracked Activities

Contract created, edited, deleted

Contract sent, viewed, signed

Member invited, role changed, removed

Settings and permissions changed

API access and integrations

Filtering Activity Logs

Use filters to find specific activities in your logs:

Date range Team member Contract Action type

Managing Members

Manage your team members throughout their lifecycle in your organization.

Changing Roles

Admins and Owners can change member roles at any time. Go to Settings > Team, find the member, and select a new role from the dropdown. Changes take effect immediately.

Resending Invitations

If a team member did not receive their invitation or it expired, you can resend it. Find pending invitations in Settings > Team and click "Resend."

Removing Members

When removing a member, their contracts remain in the workspace. You can transfer ownership of their contracts to another member or leave them as-is.

Important

Removing a member does not delete their contracts or activity history. For compliance reasons, all activity logs are retained even after a member is removed.

Settings

Configure workspace settings, branding, and notifications.

API Reference

Manage team members programmatically via the API.