Workspaces
Workspaces let teams collaborate on forms together. Share forms, manage submissions, and control access with role-based permissions.
Overview
Section titled “Overview”A workspace is a shared environment where team members can collaborate on forms. Each workspace has:
- Shared forms — All forms created in a workspace are accessible to team members based on their role
- Team management — Invite members and assign roles to control access
- Isolated configuration — Each workspace has its own API keys and SMTP settings
- Centralized billing — Workspace usage is managed under a single subscription
Creating a Workspace
Section titled “Creating a Workspace”- Go to Workspaces in your dashboard
- Click Create Workspace
- Enter a workspace name
- Click Create
You’ll automatically become the owner of any workspace you create.
Roles and Permissions
Section titled “Roles and Permissions”Workspaces support four roles with different permission levels:
| Permission | Owner | Admin | Editor | Guest |
|---|---|---|---|---|
| View forms | ✓ | ✓ | ✓ | ✓ |
| View submissions | ✓ | ✓ | ✓ | ✓ |
| Edit submission status | ✓ | ✓ | ✓ | ✗ |
| Star submissions | ✓ | ✓ | ✓ | ✗ |
| Add submission notes | ✓ | ✓ | ✓ | ✗ |
| Create forms | ✓ | ✓ | ✗ | ✗ |
| Edit form settings | ✓ | ✓ | ✗ | ✗ |
| Delete forms | ✓ | ✓ | ✗ | ✗ |
| Manage API keys | ✓ | ✓ | ✗ | ✗ |
| Configure SMTP | ✓ | ✓ | ✗ | ✗ |
| Invite members | ✓ | ✓ | ✗ | ✗ |
| Remove members | ✓ | ✓ | ✗ | ✗ |
| Change member roles | ✓ | ✓ | ✗ | ✗ |
| Edit workspace settings | ✓ | ✓ | ✗ | ✗ |
| Delete workspace | ✓ | ✗ | ✗ | ✗ |
| Transfer ownership | ✓ | ✗ | ✗ | ✗ |
The workspace creator with full control. Owners can perform all actions including deleting the workspace and transferring ownership. Each workspace has exactly one owner.
Full management access without the ability to delete the workspace. Admins can create forms, manage team members, configure integrations, and handle API keys and SMTP settings.
Editor
Section titled “Editor”Day-to-day submission management. Editors can view forms and submissions, update submission statuses, star important submissions, and add notes. They cannot modify form settings or workspace configuration.
Read-only access. Guests can view forms and submissions but cannot make any changes. Ideal for stakeholders who need visibility without edit capabilities.
Inviting Team Members
Section titled “Inviting Team Members”- Open your workspace
- Go to Accounts & Settings → Members
- Click Invite Member
- Enter the email address
- Select a role
- Click Send Invite
The invited user will receive an email with a link to join the workspace. If they don’t have a Forminit account, they’ll be prompted to create one.
Managing Invitations
Section titled “Managing Invitations”Pending invitations appear in the Members list. You can:
- Resend — Send the invitation email again
- Revoke — Cancel a pending invitation
Workspace API Keys
Section titled “Workspace API Keys”Each workspace has its own API keys, separate from personal account keys.
Workspace SMTP Configuration
Section titled “Workspace SMTP Configuration”Configure custom SMTP settings for each workspace to send notification emails from your own domain.
Moving Forms Between Workspaces
Section titled “Moving Forms Between Workspaces”Currently, forms cannot be moved between workspaces after creation. Plan your workspace structure before creating forms.
Form Ownership
Section titled “Form Ownership”Forms in a workspace are owned by the workspace, not individual users. This means:
- All team members with appropriate roles can manage the form
- Deleting a member doesn’t delete their forms
Leaving a Workspace
Section titled “Leaving a Workspace”To leave a workspace:
- Go to Settings → Members
- Click Leave Workspace
- Confirm your decision
Note: Owners cannot leave a workspace. Transfer ownership first, then leave as an Admin.
Best Practices
Section titled “Best Practices”Workspace Structure
Section titled “Workspace Structure”- By team — Create workspaces for each department (Marketing, Sales, Support)
- By project — Create workspaces for major projects or clients
- By environment — Separate production and staging forms
Role Assignment
Section titled “Role Assignment”| Use Case | Recommended Role |
|---|---|
| Team leads and managers | Admin |
| Support staff handling submissions | Editor |
| Executives needing visibility | Guest |
| Developers building integrations | Admin |