Inviting collaborators to documents

Need input from teammates who don't create documents regularly? Collaborator seats let you bring the right people into your document process without paying for full Proposify accounts.

Inviting Collaborators to Documents gives you a cost-effective way to get feedback from leadership, subject matter experts, or external partners exactly when you need it.

Understanding Seat Types

Regular Seats For team members who consistently create, edit, and send documents. These users need full Proposify access including analytics, integrations, and account management.

Collaborator Seats For occasional contributors who review, approve, or make specific edits but don't need to create or send documents. Perfect for:

• Leadership teams providing approval
• Subject matter experts adding technical content
• External partners or freelancers
• Legal teams reviewing terms

Pricing and Limits

Included Collaborator Seats:

• Basic Plan: 1 free collaborator seat
• Team Plan: 3 free collaborator seats
• Business Plan: 5 free collaborator seats

Additional Seats: $8/month each with complete flexibility—add, remove, or reassign collaborators anytime with no long-term commitment.

How to Invite Collaborators

Step-by-Step Process:

1. Open your document
2. Click the Share button in the top toolbar
3. Select Collaborator from the sharing options
4. Enter the collaborator's Email Address
5. Click Send Invitation

What Happens Next:

• Your collaborator receives an email invitation
• If they don't have a Proposify account, they'll complete a quick one-time setup
• Once registered, they can immediately access and edit the shared document

Important: Collaborators must be invited to each document individually. They'll only see documents they've been specifically invited to collaborate on.

Managing Collaborators

Document Access Collaborators only see the specific documents you've shared with them, keeping their workspace focused and your sensitive documents secure.

Seat Management Account administrators can manage collaborator seats from the billing page:

• View active collaborators and their document access
• Add or remove seats as needed
• Reassign seats to different team members

Best Practices

Choose the Right Collaborators Invite people who need to actively contribute content, provide detailed feedback, or give formal approval. For simple review needs, consider sharing a preview link instead.

Set Clear Expectations When inviting collaborators, specify:

• What input you need from them
• Which document sections require their attention
• Your timeline for their contributions

Plan Your Workflow Consider the order of collaboration:

1. Get core content reviewed first
2. Involve subject matter experts for technical accuracy
3. Seek leadership approval
4. Add design or formatting collaborators for final polish

Common Collaboration Scenarios

Leadership Approval Document creator builds initial draft → Department head reviews content → Executive provides final approval → Creator sends to client

Cross-Functional Projects Project manager creates structure → Technical expert adds specifications → Legal reviews compliance → Designer enhances presentation

Getting Started

Existing Customers Check your current plan to see how many free collaborator seats you have, then start inviting team members to test the workflow.

Need More Seats? Account administrators can add collaborator seats directly from the billing page. Consider whether upgrading your plan might provide better value for extensive collaboration needs.

Troubleshooting

Collaborator Can't Access Document

• Verify they completed account setup
• Check the invitation was sent to the correct email
• Confirm they're looking for the specific document they were invited to
• Ensure they're logged into their Proposify account

Reached Seat Limit Review current usage to see if seats can be reassigned, or add additional seats if the collaboration value justifies the cost.

Need Help? Contact our support team through the in-app chat for assistance with collaboration setup or workflow questions.