Articles on: Users, roles & permissions

Multi-client capability: several companies in one organisation

Mapping several legal entities in one account — a holding company with subsidiaries, country setups, joint ventures. In ContractHero the feature is called Number of entities (Teams) [Anzahl Gesellschaften (Teams)], and in sales also multi-client capability [Mehrmandantenfähigkeit]. Each entity is represented as its own team.

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, 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 multi-client capability 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. On the other plans you work with a single team.
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 (X)" 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"] dialogue 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?
The Enterprise plan includes a set number of teams; further ones can be added. You can see your current count and your limit under Settings → Organisation details [Einstellungen → Details zur Organisation] in the "Organisation limits" [„Organisationslimits"] section. If you need to map more entities than are provided for there, talk to us or your Customer Success Manager.

Is this called something else internally?
Yes. In the product the feature is called Number of entities (Teams) [Anzahl Gesellschaften (Teams)]; in sales and in quotes it is often multi-client capability [Mehrmandantenfähigkeit]. They mean the same thing: several entities as separate teams within one organisation.

Is multi-client capability the same as the Advanced Permission Concept?
No, these are two different things. Multi-client capability separates entities via teams. The Advanced Permission Concept (APC) is a separate, separately bookable module for rule-based roles within your organisation. You can use either one without the other.

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.
Settle the number of teams up front. The number of teams included is limited. If you want to map more entities, it is best to clarify that before the setup — otherwise you build a structure that does not fit into it.
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.

Updated on: 10/28/2026

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