Invite users and manage permissions

Why this matters

Contracts are rarely a solo job. Finance checks amounts, Legal reviews clauses, Procurement runs vendors. Who sees which contracts decides how fast your team moves — and how safely sensitive content stays protected. With ContractHero's user management you invite new members in seconds, assign exactly the right role, change permissions any time, and cleanly remove access when someone leaves — no IT ticket, every change traceable in the change log.

How to invite a new member

1. From the left navigation, open Settings → Organization → Organization details.
2. Scroll to the "Members" section and click "+ Add new member".
3. In the "Send invitation" dialog:
4. • Enter the person's email address.
   • Pick the language for the invitation email (German is the default).
   • Decide on permissions:
   • • Owner rights (toggle "Make this member an organization owner"): full access to all contracts in a team, plus organization admin rights.
     • Assign role: restricted access based on role configuration (e.g. Finance, Legal). At least one role is required if not making them an owner.
4. Click "Send invitation". The invitee receives an email with an activation link.

Change permissions for an existing member

1. In the members list, click the person's name.
2. On the member page you can adjust:
3. • Owner role (on/off toggle)
   • Member roles: add or remove roles
   • Permission toggles for: task automation, field builder, contract templates (each enabled individually — owners get them automatically)
3. Click "Save". Changes take effect immediately.

Remove a member

At the bottom of the member page you'll find the red "Delete member" button. Warning: deletion cannot be undone — all roles and settings assigned to the member are removed. Contracts and data are preserved; only access is revoked.

Common questions

What's the difference between Owner, User, and Restricted User?

• Owner (Admin): full access to all contracts and settings. Can invite, assign roles, manage the organization. Multiple owners are allowed.
• User: sees all contract categories (including future ones), but cannot change organization settings or invite new members.
• Restricted User: only sees categories matching their assigned role. See the "How to create roles?" article for role setup.

How many members can I invite?
The limit depends on your plan. Current usage is shown in the "Organization limits" section on the same page (e.g. "Team members 11 of 20").

My member didn't get the invitation — what now?
Ask them to check spam first. If the email never arrives: delete the pending member and resend the invitation. Verify the email address is correct and that your IT department isn't blocking ContractHero emails.

Can I temporarily deactivate a member instead of deleting them?
There's no dedicated deactivation today. Alternatives: remove all roles (the member stays on the account but sees no contracts), or delete the member and re-invite when needed.

Who changed what and when?
Every change to members and permissions is logged in the change log under Settings → Organization — useful for audits and compliance.

Good to know

• One person, multiple roles: a member can hold several roles at once — permissions add up (cumulative).
• Owners can't be demoted while they're the only owner: invite a second owner first, then demote yourself.
• Pending invites count against your member limit: until someone accepts, they still occupy a slot.
• Invitation email language = onboarding experience language: when HR onboards an international team, pick the right language per person.

Updated on: 04/28/2026