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User Management

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Celena N.
  • Updated

Overview

User management is critical for keeping your documents secure and your billing up to date. DocSend owners and admins can visit the Company User Settings page to add new users, remove existing users, and more. 

Table of contents

Invite a user

Notes:

  • Adding new users may mean that you incur additional charges, depending on your plan. For more information, see our pricing page.
  • DocSend uses an invitation system for adding new users. Once invited, your teammate will receive an email containing a link that they can click to join the team.

To invite a new user to your team:

  1. Open the Company User Settings page.
  2. Click Add users.
  3. Enter the user’s email address and select a user role for them. If you’re adding multiple users, separate each user’s email address with a comma.
  4. Click Send invite.

InviteUser.png

Deactivate a user

If someone on your team no longer needs access to DocSend, you can easily deactivate the user from the Company User Settings page. 

Important: A prorated credit will be added to your account for any remaining time on the deactivated user’s subscription. Owners can review this on the Billing page. 

Here’s what happens when a user's account is deactivated:

  • The user can no longer log in.
  • The user’s links are disabled.
  • The user’s team documents are still accessible.
  • The user's Spaces are no longer accessible, unless the Space is shared with an active collaborator.
  • The user’s historical visitor data is still visible for Owners/Admins.
  • The user is removed from your DocSend subscription.

To deactivate a user:

  1. Open the Company User Settings page.
  2. Click ... (ellipsis) next to the name of the user you'd like to deactivate.
  3. Click Deactivate.
  4. Click Deactivate to confirm.

Deactivate_User.png

Suspend a user

You can also suspend a user to prevent them from logging in while keeping their documents and links active.

Important: Since their documents and links are still active and accessible, suspended users do still incur charges on your account.

Here’s what happens when a user's account is suspended:

  • The user can no longer log in; a new password is set and can't be reset.
  • All of the user’s documents, links, and Spaces remain active.
  • The user’s team documents are still accessible.
  • The user's historical visitor data is still accessible.
  • The user is still part of your DocSend subscription.

To suspend a user:

  1. Open the Company User Settings page. 
  2. Click ... (ellipsis) next to the name of the user you'd like to deactivate.
  3. Click Suspend account. 
  4. Click Yes, suspend… to confirm.
  5. Enter a new password and click Change password.

SuspendUser.png

Reactivate a user

You can also reactivate a deactivated or suspended user at any time by following the steps below. If you’ve been deactivated or suspended and need access to DocSend again, please reach out to your company’s owner or admin to help reactivate your DocSend account.

Important: Reactivating a user may mean that you incur new charges and will also reactivate all previously disabled links.

To reactivate a user:

  1. Open the Company User Settings page.
  2. Go to the Inactive tab.
  3. Click ... (ellipsis) next to the name of the user you'd like to reactivate.
  4. Click Reactivate.
  5. Click Reactivate to confirm.

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Things to consider

  • Managed accounts should reach out to their Customer Success Manager (CSM) for help with adding and removing users if needed. 
  • If your company has SSO enabled, your user management experience may be different than the steps outlined above.
  • You may want to deactivate a user and transfer their data into your own account instead of suspending them. See below for more information on this process.

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