Introduction
Managing access and collaboration within your organization can be complex, especially when multiple team members need access to the same documents, forms, and templates.
BoloSign's “Team” feature simplifies this by letting you create groups (like your Bizz or Dev team) and assign them shared permissions. No need to add access one by one—you do it once for the whole team.
In this article, you’ll learn:
How to create a team in BoloSign
What each setup option means
How is it different from adding individual collaborators
Plus, answers to common questions
Steps to Create a Team in BoloSign
Follow these simple steps to set up your first team:
Step 1: Go to the “Teams” section
From your BoloSign dashboard, look at the left-side menu and click on “Teams.”
This is where you’ll manage all your teams and collaborators.
Step 2: Click “Add Team”
Once inside the Teams page, click the “Add Team” button.
Step 3: Fill in Team Details
A pop-up will appear to help you configure your team settings.
Here’s what each field means:
✅ Team Name
Name your team something recognizable like “Marketing Team” or “Dev Team.”
✅ Members
Enter the email addresses of team members you want to include. You can add multiple users here.
✅ Access Type
Choose a role that will apply to all team members:
Read Only – Can view documents
Editor – Can edit and submit forms
Admin – Full control (edit, manage, delete, etc.)
Example: You’re adding 5 people from the Sales department. Set the role to Editor if they need to fill and send contracts, but not manage settings.
✅ Select Forms, PDFs, Templates, etc.
Choose which resources the team should access. You can allow access to all resources or select specific ones.
Step 4: Click “Create”
Once done, hit the Create button. Your team will now appear on the dashboard, grouped with the members and role you've assigned.
What is the difference between adding a Collaborator and creating a Team?
This is important to understand:
Teams
Think of a Team as a group container for users within your organization (like “Marketing,” “Legal,” “Customer Success”).
You assign the same role and access to everyone in the group.
Best for structured teams like “Dev Team”, “Legal Team”, etc.
One setup applies to all members — saves time.
Example: You create a Marketing Team, add 3 users, and give them access to all templates and folders as Editors.
Collaborators
A Collaborator is an individual user whom you invite to your BoloSign workspace outside of the team system.
You add individual users with custom roles and custom resource access.
Best for power users or external reviewers who don’t fit a standard team.
They can even be part of a team but still have different access levels.
Example: Jane is in the Dev Team (Editor), but you also add her as a collaborator with Admin rights to manage forms independently.
FAQs
1. Can I assign different roles to different people in the same team?
No. In Teams, all members share the same role. If you need separate roles, use Collaborators.
2. Can a user be part of both a team and added as a collaborator?
Yes! That’s useful when a person needs more or fewer permissions than their team.
3. Will removing a user from the team remove their collaborator access too?
No. Team and Collaborator access are managed separately. You’ll have to remove them from both if needed.
4. What’s the best use case for using Teams over Collaborators?
Use Teams for departments or groups where everyone needs the same access. Use Collaborators for custom access control.
5. Can I change a team’s role after creation?
Yes. Just click the pencil (✏️) icon next to the team name to edit roles or permissions.
Conclusion
Using Teams in BoloSign makes it simple to manage document access across departments. Instead of configuring permissions individually, just group users into a team and assign shared access with a few clicks.
For more advanced or special cases, you can always use Collaborators to fine-tune access on a per-user basis.
Now that you know the difference, start building your first team and collaborate smarter with BoloSign.