Users in Legale: how to create, edit, deactivate and delete accounts

In Legale, the account administrator controls who can access the platform and what each person can do. From the Users module you can create accounts, adjust permissions, deactivate someone who should no longer sign in and delete users when needed. Here is how to do each of these, and when it’s better to deactivate rather than delete.

How to create a user

1. Open Users in the side menu and click New user.
2. Fill in the person’s details: email, full name, phone, position and ID document.
3. Assign permissions: which workflows and folders they can access, and whether they can perform administration or document management tasks, such as creating users or deleting documents.
4. Click the green Create button.

The new user appears in the list with their name, email and the date and time they were created.

How to edit a user and their permissions

1. In the user list, tick the box next to the person’s name.
2. Click Edit in the top bar.
3. Change what you need: first name, last name, phone, ID type or permissions for workflows, folders, CSV automations and smart documents.
4. Save with the green Update button. The list refreshes with the new data.

Form permissions in user roles

Since March 2026, user roles include a permission group for the Forms module: create, share, edit and delete forms. The module’s buttons respect those permissions, so you can, for example, let someone create and share forms without being able to delete them. To avoid changing how anyone worked, all four permissions are enabled by default, both in existing roles and in new ones.

How to activate or deactivate a user

Since December 2025, the Users module has Activate and Deactivate buttons in the top bar. To use them:

1. Select the user you want to activate or deactivate in the table.
2. Click Activate or Deactivate.
3. Confirm with Yes in the window that appears, or cancel with No. This confirmation prevents deactivating someone by mistake.

The Status column shows whether each account is activated (green icon) or deactivated (red icon), so you can see at a glance who has access.

What happens when you deactivate a user

• The person can no longer sign in or use any platform feature.
• Their license becomes available, so you can assign it to someone else or create a new user within your plan.
• The user stays in the list with the Deactivated status, and you can reactivate them at any time.

What happens when you reactivate a user

You can only reactivate someone if your plan has user seats available. If you’ve used them all, the platform blocks the activation and tells you there are no seats left. In that case, deactivate someone else or expand your plan.

How to delete a user

1. Tick the user’s box and click Delete in the top bar.
2. For security, type the email of the account you’re deleting again and confirm with the red Delete button.
3. Decide what happens to their documents: if you choose Yes, you transfer them to another account; if you choose No, they remain in the system administrator’s account. Either way, nothing is lost.

You’ll see a notice that the user was deleted and another that the process continues in the background. When it finishes, you get a final confirmation.

Deactivate or delete?

• Deactivate when the person no longer needs access but might come back, or while you sort out their documents. It’s reversible, frees the license and keeps the user in the list.
• Delete when the account will never be used again. It’s permanent and asks you to decide who receives their documents.

How to check your plan’s seats

In your profile menu, open Contracted products. In the Purchase history tab you’ll see the services you’ve contracted, including the number of users in your plan. User activation respects that limit.

Other user-related features

• If your company uses Microsoft, users can sign in with single sign-on (SSO) with Microsoft Entra ID.
• When you change the account administrator, their settings and shared items move to the new administrator.
• Subusers with full permissions on a document can resend notifications to signers.
• The Allow View All permission lets someone review all Data Management records.

Frequently asked questions

Does a deactivated user use a license?

No. When you deactivate them, their license becomes available for someone else.

Can I activate a deactivated user again?

Yes, as long as your plan has user seats available.

What happens to the documents of a user I delete?

You can transfer them to another account. If you don’t, they remain in the system administrator’s account.

The help center has these steps with screenshots: Add a new user, Manage an existing user, Activate and deactivate users and Delete an existing user. Questions? Create a ticket from My Tickets or talk to our support team.