How to invite a new member into their own workspace and assign their signature

This guide takes an Owner or an Admin through adding one new person to the organization. You create a workspace for them, invite them as a User who opens only that workspace, and, once they have accepted, give them the signature block their letters are signed with.

What you need before you start

You need	What that means
The Owner or Admin role	Only these two roles create workspaces and invite members. They maintain every signature block. A User maintains only their own.
The new member's email address	The invitation goes to this address, and only this address can accept it.
Their sign-off block details	The name they sign as. Their occupation and license number, if the letters should show them.
A picture of their signature	An image file, or a signature drawn on the screen. A signature block can also be added without one, and be given its picture later.
A paid plan	Creating a workspace needs one.

1. Create a workspace for the new member

Open the account settings. Choose Workspaces. Select Create > type a name for the workspace, such as the member's name, and select Save.

The new workspace appears in the list and becomes the Active one.

The New Workspace dialog in Settings with the name of the new member typed in — Type a name for the workspace (1) and select Save (2).

2. Invite the member as a User

Open Members. Click the +Invite button. Fill in the three parts of the invitation:

Email: The address of the new member.
Role: Leave it on User. A User works in the workspaces you choose and manages nothing about the organization.
Workspaces: The workspace you just created is already checked, because it is the active one. Leave every other workspace unchecked. The member will open only the workspaces you check.

The invitation dialog with an email address, the User role and one workspace checked — The email address (1), the User role (2) and the one workspace the member will open (3).

Select Send invite. The new User member now appears in the list with the label Invited. Check the number of workspaces they have access to - Admin and Owner can always update this.

The list of organization members with the new member shown as invited to one workspace — The new member is listed as Invited (1), and opens one workspace (2).

3. Wait for the member to accept

The member receives an email with an Accept Invite button. They accept > Sign up to Instafill.ai > Have access to the workspace you have assigned to them.

In Members, the label Invited is gone once they have accepted. A signature block can be given only to a member who has accepted, so do the next step after that.

4. Bind the signature block to the member by their email

Open Agent in the top bar and choose the admin agent of your organization. Attach the picture of the signature, and write what the signature block says and who it belongs to. For example:

Add a signature block for Dr. Priya Raman, DDS, General Dentist, License: DN-EXAMPLE. Use the attached picture as the signature. The block belongs to the member [email protected].

The admin agent with a picture of a signature attached and the request typed in — Attach the picture (1), write what the signature block says and who it belongs to (2), and send (3).

With no picture at hand, press the pen button beside the plus button and draw the signature on the screen. Press Add signature, and the drawing is attached as a picture.

The admin agent adds the signature block and answers with a short summary of what it did. These are the parts of a signature block:

Part	What to write
Name	The name the member signs as. It is also how you refer to the block later.
Occupation	The line written under the name. You can leave it out.
License number	The line written under the occupation. You can leave it out.
Signature picture	The image you attached. Without one, the block is text only.
Member	The email address of the member the block belongs to.

The admin agent answering that it added the signature block for the member — The admin agent says what it added and which member the signature block belongs to.

A member adds their own signature block

A User does not have to wait for an Owner or an Admin. They open Agent in the top bar, choose the admin agent of the organization, and ask for their own signature block. For example:

Add my signature block: Dr. Priya Raman, DDS, General Dentist, License: DN-EXAMPLE. Use the attached picture as the signature.

The signature: Attach a picture, or press the pen button beside the plus button and draw it on the screen.
No email needed: A signature block a User adds belongs to that User.
Only their own: A User sees, updates and removes the signature blocks that belong to them, and no other member's.
Their own conversations: In the admin agent, a User sees only the conversations they started.

Who signs with which signature block

A User: Signs only with the signature block that belongs to them. Until a signature block is bound, a User's letter goes out with no signature.
An Owner or an Admin: Signs with any signature block. Make a note at the agent run.

Update a sign-off block when something changes for a member

An Owner or an Admin can update the signature picture, or any other part of a sign-off block, at any time. A User can do the same for a sign-off block that belongs to them. Ask the admin agent, name the block, and say what changes. To replace the signature, attach the new picture. For example:

Update the signature block Dr. Priya Raman, DDS. Use the attached picture as the new signature, and change the occupation to Lead Dentist.

Update which workspaces a member has access to

In Account settings > Members, select the button that shows how many workspaces the member has access to. Select more workspaces if needed, and save.