How Many Users Do You Need in Deal Collaboration?

How many users do you actually need in Deal Collaboration? Some companies assume they only need Legal users—only to realize mid-negotiation that their Business teams are missing from the process.

This guide gives you a structured way to decide the right number of users for your organization. 

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First of all, who is a user? Anyone who has a Deal Collaboration account is a user. But how do you decide how many users are needed? 

A deal usually has multiple stages. From drafting to execution, each stage requires collaboration from different teams—so the number of users you need depends on the level of involvement required in each step.

The table below outlines key roles in Deal Collaboration and suggests which teams usually contribute users for each role.

*Collaborators that are mandatory in a deal in Deal Collaboration. 

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NOTE:  One user can perform multiple functions at the same time. For example, a person can be the initiator and the Business Negotiator in the same deal. 

Ideal User Pool

So how do I find out how many users I need?

By now, you have an understanding of the different types of users you can have in Deal Collaboration and what these users will do on the platform.

But how do you actually quantify this into a final number of users?

By conducting a Negotiation Mapping Exercise.

Let’s look at a small illustration to help understand this better.  

Company ABC is a software tech company that has purchased a Deal Collaboration license to manage and execute all their contracts- MSAs, SHAs, Vendor agreements, NDAs etc. They started the Negotiation Mapping exercise with MSAs. 

ABC’s legal team initially wanted to purchase 4 users - just for their legal team. However, they then did a Negotiation Mapping exercise - where they visually identified the negotiation journey of their MSAs. 

Here’s what their Negotiation Mapping Exercise revealed:

• The Junior Legal Manager drafts the MSA template.
• The Legal Manager (Initiator) sets up the deal and ensures renewal tasks are created post-execution.
• Reviewers (Finance Lead, Senior Legal Manager, and Sales Lead) validate different contract sections.
• The VP of Sales acts as the Business Negotiator, ensuring alignment with business terms.
• The General Counsel provides final approval and sends the contract for execution.
• The CEO has overview access and provides ad-hoc inputs when required.
• With just 8 users across 3 teams, Company ABC successfully collaborates, reviews, and finalizes an MSA efficiently.

By undergoing a Negotiation Mapping Exercise, ABC realized something surprising—its original plan of just 4 users wouldn’t work. Their sales and even finance teams needed access to Deal Collaboration at different points.

By the time they finished mapping, they had 8 users instead of 4—twice what they expected.

Final Takeaway:

1. For effective collaboration, your business teams must also be users—not just Legal.
2. Deal Collaboration users can perform a variety of roles. These roles will usually be determined by what department in your organization the user is from.
3. Anyone who is part of the negotiation process for the contracts for which you are using Deal Collaboration, should be a user.
4. Authorized signatories who only sign contracts don’t need user access.
5. To determine the exact amount of users you need, conduct a Negotiation Mapping exercise (we can help you with this)
6. If multiple teams require access, bulk pricing ensures scalability without unnecessary cost increases. 

What next?

Reach out to your Leegality POC:

1. To find the best pricing plan based on your organization’s deal volume and collaboration needs.
2. If you want help with conducting a Negotiation Mapping exercise

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