Summary and recommendation
Workshare user management can be run manually, but complexity usually increases with role models, licensing gates, and offboarding dependencies. This guide gives the exact mechanics and where automation has the biggest impact.
Workshare is a document comparison and collaboration tool used primarily in legal and professional services environments.
It offers Professional, Business, and Enterprise license tiers.
Admin and user management is not handled through a self-service console in any publicly documented way
meaning every app lifecycle event requires direct engagement with Workshare support or sales rather than an IT-driven workflow.
Quick facts
| Admin console path | Settings / Administration > Users and Roles (exact labels vary by tenant) |
| SCIM available | No |
| SCIM tier required | N/A |
| SSO prerequisite | No |
User types and roles
| Role | Permissions | Cannot do | Plan required | Seat cost | Watch out for |
|---|---|---|---|---|---|
| Admin | Can manage tenant settings, integrations, and user access. | Cannot grant capabilities outside the features enabled for the tenant. | Detailed built-in role names are not fully documented publicly. | ||
| Standard User | Can use the core product features exposed to their assigned role. | May not be able to manage tenant settings, integrations, or other users. | Exact privileges can vary by tenant configuration and contract scope. |
Permission model
- Model type: role-based
- Description: Workshare appears to use role-based access for tenant administration and general product use, but the detailed permission matrix is not publicly documented in full.
- Custom roles: Unknown
- Custom roles plan: Not documented
- Granularity: Expect administrative access to be separated from standard user access, with exact scopes configured per tenant.
How to add users
- Log in as an administrator.
- Open settings or administration and navigate to users.
- Choose the add or invite user action.
- Enter the user's work email and assign the appropriate role.
- Save the user and complete any activation or SSO steps required by the tenant.
Required fields: Work email address, Role
Watch out for:
- Public documentation for user administration is limited, so exact labels may vary by tenant.
- If SSO is enabled, upstream IdP assignment may still be required before the user can sign in.
| Bulk option | Availability | Notes |
|---|---|---|
| CSV import | Unknown | Not documented |
| Domain whitelisting | Unknown | Automatic domain-based user add |
| IdP provisioning | Unknown | Not documented |
How to remove or deactivate users
- Can delete users: Unknown
- Delete/deactivate behavior: Public docs do not clearly document whether users are disabled, deleted, or both. Treat lifecycle behavior as tenant-specific unless confirmed in-product.
- Open the users area as an administrator.
- Locate the user to offboard.
- Disable, revoke, or remove the account using the controls available in that tenant.
- Review any integrations, service accounts, or credentials associated with the departing user.
| Data impact | Behavior |
|---|---|
| Owned records | Tenant data remains in the workspace; public docs do not describe user-owned content semantics in detail. |
| Shared content | Shared content and workspace records typically remain available unless separately removed or reassigned. |
| Integrations | Review service credentials, workflow ownership, and integrations separately during admin offboarding. |
| License freed | Seat reuse behavior is contract-dependent and not publicly documented in detail. |
Watch out for:
- Offboarding should include token, integration, and service-account review, not just interactive login removal.
License and seat management
| Seat type | Includes | Cost |
|---|---|---|
| Professional | Individual license for document comparison and collaboration features | $195/year per user (per pricing seed data; not independently verified against current official pricing page) |
| Business | Team or organizational license; specific feature set not publicly documented | Custom |
| Enterprise | Enterprise-wide deployment; specific feature set not publicly documented | Custom |
- Where to check usage: Settings / Administration > Users and Roles
- How to identify unused seats: Review the tenant user list and any visible login or activity metadata. No public unused-seat report was verified.
- Billing notes: Pricing details sourced from context seed data. Current official pricing page does not publicly expose per-seat admin management details. Verify directly with Workshare sales or support for current terms.
The cost of manual management
Because Workshare lacks a transparent self-service admin interface, adding a seat, removing a departed employee, or auditing active licenses all require manual coordination with the vendor. This creates compounding overhead for IT teams managing access at scale.
There is no documented path to check usage or identify unused seats without contacting Workshare directly, which makes license reclamation slow and opaque.
The decision
Workshare's Professional tier is listed at $195/year per user; Business and Enterprise pricing is custom and requires a sales conversation. Because every app provisioning or deprovisioning action routes through vendor contact rather than admin-driven controls, verifying current per-seat costs or adjusting license counts independently is not straightforward.
Teams should confirm current terms directly with Workshare before making provisioning decisions at scale.
Bottom line
Workshare is a capable document comparison tool for legal teams, but its user lifecycle management is a weak point. Every app provisioning or deprovisioning action depends on vendor contact rather than admin-driven controls, which adds friction and reduces visibility into who holds active licenses.
Teams with frequent onboarding or offboarding cycles should factor in that overhead and verify current seat management options directly with Workshare before committing to scale.
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