---
title: "Workspaces"
description: "Workspaces let teams collaborate on forms together. Share forms, manage submissions, and control access with role-based permissions."
url: https://forminit.com/docs/workspace/
---

# Workspaces

Workspaces let teams collaborate on forms together. Share forms, manage submissions, and control access with role-based permissions.

---

## 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

Workspaces are included on the Business plan. See [pricing](https://forminit.com/pricing/) for plan details.

---

## Creating a Workspace

1. Go to **Workspaces** in your dashboard
2. Click **Create Workspace**
3. Enter a workspace name
4. Click **Create**

You'll automatically become the owner of any workspace you create.

---

## 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 | ✓ | ✓ | ✓ | ✗ |
| Export submissions (CSV) | ✓ | ✓ | ✗ | ✗ |
| 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 | ✓ | ✗ | ✗ | ✗ |

### Owner

The workspace creator with full control. Owners can perform all actions including deleting the workspace and transferring ownership. Each workspace has exactly one owner.

### Admin

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

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.

### Guest

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

1. Open your workspace
2. Go to **Accounts & Settings → Members**
3. Click **Invite Member**
4. Enter the email address
5. Select a role
6. 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

Pending invitations appear in the Members list. You can:

- **Resend** — Send the invitation email again
- **Revoke** — Cancel a pending invitation

---

## Workspace API Keys

Each workspace has its own API keys, separate from personal account keys.

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## Workspace SMTP Configuration

Configure custom SMTP settings for each workspace to send notification emails from your own domain.

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### Moving Forms Between Workspaces

Currently, forms cannot be moved between workspaces after creation. Plan your workspace structure before creating forms.

### 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

To leave a workspace:

1. Go to **Settings → Members**
2. Click **Leave Workspace**
3. Confirm your decision

> **Note:** Owners cannot leave a workspace. Transfer ownership first, then leave as an Admin.

---

## Best Practices

### 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

| Use Case | Recommended Role |
|----------|------------------|
| Team leads and managers | Admin |
| Support staff handling submissions | Editor |
| Executives needing visibility | Guest |
| Developers building integrations | Admin |