How to Manage a Company Group Card Account

Quick answer: To manage a company group card account on SignThisCard, the owner starts a team on the Team page and pays for seats. Each seat lets one person create cards on the Unlimited plan. The owner and team admins invite up to 25 people at a time, remove members, and can let colleagues join with a work email.

Running a company account is mostly about one question: who should be able to create cards? This guide explains seats, the three roles, how to add and remove people, and the limits of joining with a work email, so you can set things up in one sitting. For the bigger picture of how companies use group cards, see our guide to group cards for business.

Can every employee create cards on a company plan?

No, only people with a seat can create cards on the team's plan. Everyone can sign for free. That is the key point for budgeting.

A seat lets one person create cards on the Unlimited plan for the paid year. Signing a card never needs a seat, and signers don't need an account at all. So a 300-person office might only need seats for the handful of people who actually organise cards: HR, office managers, team leads and PAs.

The owner always takes one seat. When seats are handed out, they go to the owner first, then team admins, then members in the order they joined. New invitations and company-domain joins are blocked while every seat is taken. If you later reduce seats at renewal and have more members than seats, the most recent joiners are the ones left without a seat, so buy enough seats before inviting more people. Our guide to adding seats to a team plan explains how to top up mid-year.

Anyone without a team seat can still use SignThisCard on their own individual plan, such as the Free plan (one card, up to 15 signers).

What can the owner, admins and members do?

The owner controls billing; the owner and admins manage people; members create cards. Here is the split.

In our view, two admins is a sensible number for most companies: enough cover for holidays, few enough that everyone knows who to ask.

How do I set up and manage a team account step by step?

Start the team, pay for seats, then invite people. Invitations stay locked until seats are paid.

1. Start the team. Log in with a confirmed email, open the Team page and enter your company or team name. You become the owner. The new team is not active yet.
2. Buy seats. As owner, choose your number of seats (minimum three) and pay by card through Stripe. It's one yearly payment for the whole team. Seat prices by tier are on the plans page.
3. Invite colleagues. Enter up to 25 email addresses at a time. Each invitation link works once and lasts 14 days.
4. Let invitees join. A new person opens the link and creates an account in one step: name and password. The invitation confirms their email, and they join straight away. People who already have an account log in and click Join.
5. Promote admins. Pick one or two members to promote to team admin so invitations and removals don't all depend on you.
6. Decide on work-email joining. If you want, let colleagues with a confirmed email at your company domain join without an invitation (see below).
7. Review the list regularly. Remove people who no longer organise cards, or who have left, so seats go to the right people.

Invitation tips

• Batch your list. With 25 addresses per round, a list of 60 organisers takes three rounds.
• Tell people it's coming. A quick note in Slack or Microsoft Teams stops the invitation being mistaken for spam.
• Re-invite after 14 days. An expired link won't work, so send a fresh invitation.

Can employees join automatically with their work email address?

Yes, if the owner switches on joining by company domain, but it has limits. It's a convenience, not full automatic provisioning.

With domain joining on, anyone with a confirmed email at the owner's own company domain (for example @acme.co.uk) can join the team without an invitation, as long as seats are free. Keep these limits in mind:

• Personal email providers don't count. Gmail, Outlook, Hotmail, Yahoo, iCloud and similar addresses can't be used for domain joining.
• It only matches the owner's domain. Colleagues on a different domain, such as a sister company, still need an invitation.
• It stops when seats run out. Domain joining only works while there are free seats.
• No directory sync. There is no other automatic provisioning: no SSO, no HR-system (HRIS) integration and no CSV import of employees.

If your IT team expects new starters to appear automatically from Microsoft Entra ID, Okta or an HR system, SignThisCard isn't built for that today. Invitations or domain joining are the options.

How do I remove someone from the team?

The owner or a team admin removes them from the member list on the Team page. Members can also leave on their own.

What happens next matters for continuity:

• Their cards stay with them. Cards belong to the person who created them and stay in their own account. They simply return to their own individual plan.
• Nobody can take over their cards. There is no way for an admin or colleague to manage another person's card. Signers can keep signing with the signing link, but only the creator can seal and send.
• Their seat frees up for someone else on the team.

So before you remove an active organiser, check whether they have a card in progress. Our guide on what happens when an employee leaves covers handover plans in detail.

Can a person belong to more than one team?

No. A person can be in one team at a time. If someone is already in another team, they need to leave it before they can join yours.

This rarely matters inside one company, but it can catch out contractors or people who set up a small team of their own during a trial run. Note also that the owner can't leave their own team; to hand the account to someone else, contact us to transfer ownership.

Can admins see all the cards the team makes?

No. There's no company-wide card dashboard. Admins see the member list and the owner sees seats, renewal date and invoices, but each card is managed only by its creator. If you need oversight or recognition reporting, read our honest look at group card admin dashboards and reporting.

Key takeaways

• On a SignThisCard team, only people with a seat create cards on the Unlimited plan; signing is free and needs no account.
• Seats go to the owner first, then team admins, then members in the order they joined.
• The owner and admins invite up to 25 email addresses at a time; each invitation link works once for 14 days.
• Joining by work email works only for the owner's company domain, never for personal email providers, and only while seats are free.
• A person can be in one team at a time, and removed members keep their own cards.
• Only the owner buys seats and manages billing.

Frequently asked questions

Do signers need a seat or an account?

No. Signing a card never needs a seat and is free. Anyone with the signing link can add a message without creating an account. Seats are only for people who create cards on the team's Unlimited plan, so you pay for organisers, not for everyone who signs.

How many seats do we need at minimum?

The minimum is three seats, and the owner takes one of them. Count the people who regularly organise cards, such as HR, office managers and team leads, rather than your total headcount. Prices per seat depend on the tier your order falls into and are listed on the plans page.

Can team admins buy more seats?

No. Only the owner buys seats and manages billing. Team admins can invite and remove people, but if you run out of seats the owner needs to add more on the Team page. New seats work as soon as the payment is confirmed.

What if an invitation link has expired?

Each invitation link works once and lasts 14 days. If it has expired, the owner or an admin simply sends a new invitation to the same email address. Let the person know it's on its way so they open it before it expires again.

Can we stop people joining with our company domain?

Domain joining is something the owner chooses to allow, so leave it off if you want every member invited individually. When it's on, only confirmed emails at the owner's own company domain can join, and only while seats are free.

What happens to cards when we remove someone?

Their cards stay in their own account and they return to their own individual plan. Nobody else can take over or manage those cards. If they have a card in progress, ask them to seal and send it, or agree who will start a new one.

Does the team account support single sign-on?

No. There is no SSO with SAML, Microsoft or Google. People sign in with an email and password, or with an emailed sign-in link and code. If SSO is a firm requirement for your company, a platform built for enterprise identity management is the better fit.

Conclusion

Managing a company group card account comes down to three habits: give seats to the people who actually organise cards, keep a backup admin, and tidy the member list when people move on. Everyone else signs for free. When you're ready, start your team on the SignThisCard Team page and invite your first organisers.