Number of entities [Anzahl Gesellschaften]: mapping several companies in one organisation

The screenshots in this article show the German interface. The English label is given first, with the German label in square brackets.

Your benefit

If you manage several legal entities (a holding company with subsidiaries, country setups, joint ventures), you would otherwise face a choice: run a separate account for each entity (expensive, separate reports, separate logins) — or throw everything together into one account (chaotic, no separation between entities). With Number of entities / Additional Teams [Anzahl Gesellschaften] you get both right:

• One login for all entities.
• Clean separation of the contract data per team.
• Central analysis at organisation level is possible without losing the detailed view per entity.
• Scalable as you grow (a new subsidiary? create a new team, done).

Prerequisites

• The Number of entities (Teams) [Anzahl Gesellschaften (Teams)] feature is part of the Enterprise plan.
• You need Owner status [Eigentümer] in your organisation in order to create or manage teams.
• A rough structure prepared in advance is helpful — which entities you want to map, and which contract categories belong to which entity.

How it works

1. Open the team area

Navigate to Settings [Einstellungen].

Navigate to** Teams**. You will see the Teams card with the subtitle "Listing of all teams in your organisation" ["Auflistung aller Teams in Ihrer Organisation"] and the note line "Your teams have access to categories" ["Ihre Teams haben Zugriff auf Kategorien"].

Default view: a table with the columns TEAM NAME and one column per contract category. Every cell is a checkbox — ticked means: the team has access to this category.

Using the Switch to category view [Zur Kategorieansicht wechseln] toggle, you flip the matrix around (categories × teams).

2. Create a new team

In the top right, click + Create new team [+ Neues Team erstellen].

The Create new team [Neues Team erstellen] dialog shows:

"When you create a new team, you can map different companies within your organisation. All contracts uploaded into the team will be visible within the organisation."

Enter the following:

• Team name [Teamname] (mandatory) — typically the name of the entity or tenant (e.g. "Müller GmbH", "Müller Austria GmbH", "Tochter US Inc.").

3. Define category access

Under "Category access — access to categories for this team" ["Kategorienzugriff — Zugriff auf Kategorien für dieses Team"] you select which contract categories are available to the team:

• Access to all [Zugriff auf alle] (master checkbox) — the team sees all categories in your organisation.
• Individual category checkboxes — e.g. only employment contracts, customer contracts, IT/software contracts.

This is how you control which contract types are permitted per entity.

4. Save the team

In the bottom right, click Create team [Team erstellen]. The new team appears in the overview immediately. You can now:

• Assign members to the team (via Settings [Einstellungen] → Organisation → Members [Mitglieder]).
• Upload contracts into the team — during the upload you choose the target team.

5. Adjust teams later on

In the team list you can adjust the category assignments at any time using the checkbox matrix. The search and filter function in the top right helps you find the right team quickly, even in large organisations.

Typical use cases

• Holding company with subsidiaries — the holding team sees all categories, the subsidiary teams only their own contract types.
• International setups — one team per country, master analyses at organisation level.
• Joint ventures — each JV as its own team with a defined set of categories.
• Acquisitions / carve-outs — new entity = create a new team, import the contracts, done.
• Sites / branch offices — one team per site; the local people in charge only see contracts relevant to their site.

Frequently asked questions

Which plan includes the feature?
Enterprise. If you would like to upgrade your plan, get in touch with us.

How many teams can I create?
An unlimited number in the Enterprise plan — matched to your actual requirements.

Can employees be in more than one team?
Yes. A person can be assigned to several teams — they then see the contract data of all of their teams. Practical for central functions such as group legal or group finance.

How do teams interact with the Standard and APC permission models?
Teams are a structural feature — they define where a contract "lives". The permission models (Standard or APC) control who may see or edit which contract data within the teams. The two concepts complement each other.

What happens to existing contracts when I create a new team?
Nothing. Existing contracts stay in the teams they are in. You can assign individual contracts or several contracts to a different team afterwards.

Can I move contracts between teams?
Yes. The team assignment can be adjusted in the contract itself — typically when responsibilities are handed over or during reorganisations.

Do owners always see all teams?
Yes. Owners [Eigentümer] automatically have access to all teams and all contracts in the organisation.

How do reports and analyses work across several teams?
At organisation level you can report across all teams (provided your role allows it). In the contract list you filter by team — for entity-specific views.

Can teams have their own contract templates?
Templates are currently available workspace-wide. Anyone with access to the templates area sees all templates — but contracts are created from them per team.

What happens when a team is deleted?
When deleting, you have to decide what should happen to the contracts (delete them or move them to another team). Get in touch with us if you need to dissolve a team with a large number of contracts — we will support you through the migration step.

Good to know

• Start small. Begin with the 2–3 most important entities and add the others step by step. A cleanly maintained structure is worth more than a 30-team construct from day one.
• Meaningful team names. "Müller GmbH" / "Müller AT" / "Müller US Inc." can be found again later — "Team 3" cannot.
• The category assignment is the control point. If you only want supplier contracts to be managed in subsidiary X, tick the boxes accordingly. Limiting the categories per team is your most important safety net against mixed-up data.
• Group-wide functions need multi-team membership. If a group legal team member has to see the contracts of all subsidiaries, assign them to all the relevant teams.
• Think reorganisations through in advance. If your holding structure changes (carve-out, merger), plan a short review of the teams — otherwise "dead" teams accumulate in the system.
• We support you with the setup. For larger multi-entity setups, we go through the team structure together during onboarding — typically a one-hour discovery call is enough.

Related articles

• Permission concepts compared: Standard and APC (incl. Dynamic)
• Advanced Permission Concept (APC): how to configure roles with rules
• How do you create roles?
• How can roles and permissions be managed for additional users?
• Field toolkit – How do I create and manage fields?

Updated on: 08/26/2026