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Teams & Collaboration

Collaborate with your team using FormLeap workspaces. Share forms, manage submissions together, and control access with roles.

Understanding Workspaces

What is a Workspace?

A workspace is a shared environment where team members can:

  • Create and edit forms together
  • View all submissions
  • Manage team members
  • Share a common billing plan
  • Organize forms by project or department

Personal vs Team Workspaces:

  • Personal Workspace - Created automatically when you sign up, just for you
  • Team Workspace - Shared with multiple members, collaborative environment

When to Use Workspaces

Single Personal Workspace:

  • Solo entrepreneur or freelancer
  • Personal projects
  • Individual use cases

Multiple Workspaces:

  • Agency with multiple clients (one workspace per client)
  • Company with multiple departments (HR, Sales, Support)
  • Separate projects requiring different teams

Example Structure:

Your Account
├── Personal Workspace (just you)
├── Acme Corp Workspace (your company)
│   └── Members: john@acme.com, sarah@acme.com
└── Client ABC Workspace (consulting project)
    └── Members: client@abc.com, consultant@agency.com

Creating a Workspace

Step-by-Step

  1. Click the workspace dropdown in the top left corner
  2. Select Create Workspace
  3. Enter a workspace name (e.g., "Acme Corp" or "Marketing Team")
  4. Click Create

Your new workspace is created immediately and you're automatically the Owner.

Workspace Naming

Good Names:

  • Your company name: "Acme Corporation"
  • Your team: "Marketing Team"
  • Your client: "Client ABC"
  • Your department: "Human Resources"

Avoid:

  • Generic names: "My Workspace", "Team 1"
  • Personal names: "John's Forms"
  • Temporary names: "Test Workspace"

Switching Between Workspaces

Click the workspace dropdown to see all workspaces you belong to:

  1. Click workspace name in top left
  2. Select a workspace from the list
  3. Interface switches to that workspace

All forms, submissions, and settings are workspace-specific.

Inviting Team Members

Sending Invitations

Add team members to collaborate on forms:

  1. Open Workspace Settings (gear icon)
  2. Click Members tab
  3. Click Invite Member
  4. Enter the email address
  5. Select a role (Owner or Member)
  6. Click Send Invitation

The invitee receives an email with an invitation link.

Invitation Email

The email includes:

  • Who invited them (your name and email)
  • Workspace name
  • Role they'll have (Owner or Member)
  • Accept Invitation button

Invitation Link:

  • Valid for 7 days
  • One-time use only
  • Requires recipient to log in or sign up

Multiple Invitations

Invite multiple people at once:

  1. Enter email addresses (one per line or comma-separated)
  2. Select role for all
  3. Click Send Invitations 
john@company.com
sarah@company.com, bob@company.com
jane@company.com

Accepting Invitations

If you already have an account:

  1. Click Accept Invitation in email
  2. Log in with your existing credentials
  3. You're added to the workspace

If you don't have an account:

  1. Click Accept Invitation in email
  2. Sign up with your email address
  3. Create a password
  4. You're added to the workspace

Pending Invitations

View and manage pending invitations:

  1. Go to Workspace Settings → Members
  2. See Pending Invitations section
  3. Resend or revoke invitations

Actions:

  • Resend - Send the invitation email again
  • Revoke - Cancel the invitation (link becomes invalid)

Roles and Permissions

FormLeap has two workspace roles: Owner and Member.

Owner

Full administrative access to the workspace.

Permissions:

  • ✅ Create, edit, and delete forms
  • ✅ View and export all submissions
  • ✅ Invite new members
  • ✅ Remove members
  • ✅ Change member roles
  • ✅ Manage workspace settings
  • ✅ Access billing and subscription
  • ✅ Delete the workspace
  • ✅ Transfer ownership

Who should be Owner:

  • Company admin
  • Project lead
  • Account manager
  • Billing responsible person

Member

Standard collaborative access without administrative privileges.

Permissions:

  • ✅ Create, edit, and delete forms
  • ✅ View and export all submissions
  • ❌ Invite new members
  • ❌ Remove members
  • ❌ Change member roles
  • ❌ Manage workspace settings
  • ❌ Access billing
  • ❌ Delete the workspace

Who should be Member:

  • Team members
  • Collaborators
  • Contractors
  • Support staff

Changing Roles

Owners can change member roles:

  1. Go to Workspace Settings → Members
  2. Find the member in the list
  3. Click Change Role
  4. Select new role (Owner or Member)
  5. Confirm

Note: You cannot change your own role. Another Owner must do it.

Multiple Owners

Workspaces can have multiple Owners:

Benefits:

  • Shared administrative responsibility
  • Ensures access if one Owner is unavailable
  • Collaborative workspace management

Recommendation: Have at least 2 Owners for business-critical workspaces.

Managing Members

Viewing Members

See all workspace members:

  1. Go to Workspace Settings → Members
  2. See list of all members with:
    • Name and email
    • Role (Owner or Member)
    • Date joined
    • Actions

Removing Members

Owners can remove members from the workspace:

  1. Go to Workspace Settings → Members
  2. Find the member
  3. Click Remove
  4. Confirm removal

What happens:

  • Member loses access to workspace immediately
  • Member can no longer see forms or submissions
  • Member's personal workspace is unaffected
  • Forms created by that member remain in the workspace

Note: You cannot remove yourself. Another Owner must remove you, or you can leave voluntarily.

Leaving a Workspace

Members can leave workspaces they don't own:

  1. Go to Workspace Settings
  2. Click Leave Workspace
  3. Confirm

If you're the only Owner:

  • You cannot leave
  • Transfer ownership first, or delete the workspace

Workspace Settings

Owners can configure workspace settings.

General Settings

Workspace Name:

  • Change anytime
  • Visible to all members
  • Does not affect URLs

Workspace Slug:

  • URL-friendly identifier
  • Used in form URLs (optional)
  • Cannot be changed after creation

Default Form Settings

Set defaults for all new forms in the workspace:

Access Control:

  • Default to public, email required, or password protected

Notifications:

  • Default notification email addresses
  • Apply to all new forms

Theming (Pro+):

  • Workspace logo
  • Brand colors
  • Applied to all new forms automatically

Billing Settings

Available to: Owners only

  • View current plan
  • Upgrade or downgrade
  • Manage payment method
  • View invoice history
  • Cancel subscription

Plan Limits:

  • Free: 1 workspace, 2 members
  • Pro: Unlimited workspaces, 5 members per workspace
  • Business: Unlimited workspaces, 20 members per workspace
  • Enterprise: Custom limits

Workspace Deletion

Deleting a Workspace

Available to: Owners only

  1. Go to Workspace Settings → Danger Zone
  2. Click Delete Workspace
  3. Enter workspace name to confirm
  4. Click Delete Permanently

Warning: This action is permanent and cannot be undone.

What gets deleted:

  • All forms in the workspace
  • All submissions
  • All member associations
  • All workspace settings

What is NOT deleted:

  • Member accounts (they can still access other workspaces)
  • Personal workspaces

Before Deleting

Export your data:

  1. Export submissions from all forms (CSV)
  2. Download any uploaded files
  3. Save form configurations if needed

Notify your team:

  • Let members know the workspace will be deleted
  • Give them time to export data
  • Suggest alternative workspaces

Best Practices

Team Organization

  1. Use descriptive names - "Marketing Team" not "Team 1"
  2. Separate by client or project - Keep work isolated
  3. Limit workspace members - Only invite who needs access
  4. Regular access reviews - Remove members who no longer need access

Role Assignment

  1. Minimize Owners - Only give Owner to those who need it
  2. Default to Member - Most collaborators should be Members
  3. Review roles quarterly - Ensure proper access levels
  4. Document who should have what - Especially for larger teams

Invitation Management

  1. Verify email addresses - Typos prevent successful invitations
  2. Resend if needed - Some emails may be filtered as spam
  3. Set expiration reminders - Invitations expire after 7 days
  4. Clean up pending - Revoke old, unused invitations

Communication

  1. Announce workspace changes - Notify team of new members or removals
  2. Document workspace purpose - Use description to clarify use
  3. Share form conventions - Agree on naming and organization
  4. Regular check-ins - Ensure team knows how to use workspaces

Frequently Asked Questions

Can I be in multiple workspaces?

Yes! You can be a member of unlimited workspaces. Switch between them using the workspace dropdown.

What happens to forms when a member leaves?

Forms remain in the workspace. Only the member's access is removed. Other members can still edit and view those forms.

Can I transfer a form between workspaces?

Not currently. You can duplicate a form manually by recreating it in the new workspace.

How many members can I invite?

Depends on your plan:

  • Free: 1 member (just you)
  • Pro: 5 members per workspace
  • Business: 20 members per workspace
  • Enterprise: Custom limits

Can members see billing information?

No. Only Owners can access billing settings and payment information.

What if I accidentally delete a workspace?

Workspace deletion is permanent and cannot be undone. Always export your data before deleting.

What's Next?

Need help? Contact support@formleap.app

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