Can multiple users share an email address/account?

A situation may arise, where multiple people want to share an account under one email address - for example to ensure visibility on all documents, and to always have someone available to process documents in that account.

While it may be technically feasible for multiple users to access Circularo using a single shared account, we would not recommend this approach.

Using a shared account introduces several security and governance risks, including:

• Lack of accountability for actions: Actions such as document signing, approval, or deletion cannot be reliably attributed to an individual user, making audits and investigations difficult

• Impossibility to set up multi-factor authentication: Since all MFA tools rely on a single user having access to the account, setting up additional authentication factors becomes impossible

• Problem with user suspensions: It becomes impossible to revoke access for a specific user if they leave the organization

• Compliance and audit concerns: Individual user identification is required for traceability, which shared accounts do not provide

For these reasons, even though concurrent usage of a single account may be possible from a technical standpoint, we strongly advise against it. The recommended approach is to provision individual user accounts.