Team Members & Roles

Formspace is built for collaboration. You can invite team members to your organization so they can build forms, view responses, and help manage settings. This guide covers invitations, roles, and member limits.

Accessing member management

1. Click Settings in the sidebar.
2. Switch to the Members tab.

You’ll see a summary of your current member count and plan limit at the top, followed by any pending invitations and the full member list.

Note

Only owners and admins can access the Settings page and manage members. Users with the member role will see an access restriction notice.

Inviting members

To invite someone to your Formspace:

1. Click the Invite button in the top-right of the Members tab.
2. Enter one or more email addresses, separated by commas, semicolons, or spaces.
3. Click Send.

Each invitee receives an email with a link to join your Formspace. Invitations expire after a set period — you can see the expiration time on each pending invitation card.

Pending invitations

Pending invitations appear above the member list. For each invitation you can see:

• The invitee’s email address.
• When the invitation expires.
• A Cancel button to revoke the invitation. Cancelling an invitation invalidates the link in the email, so the recipient can no longer use it to join.

Roles

Every member is assigned one of three roles. Roles control what a member can do within the Formspace.

Role	Permissions
Owner	Full access to everything — forms, responses, settings, members, billing, and organization deletion.
Admin	Same as Owner, except cannot delete the Formspace. Can manage members and settings.
Member	Can create and edit forms, view responses, and access their own profile. Cannot access organization settings, manage members, or change billing.

Changing a member’s role

1. Find the member in the list on the Members tab.
2. Click the role dropdown next to their name.
3. Select the new role — Member, Admin, or Owner.

The change takes effect immediately.

Removing a member

1. Click the role dropdown next to the member you want to remove.
2. Select Remove at the bottom of the dropdown.
3. Confirm the removal in the dialog.

Removed members immediately lose access to the Formspace. They can be re-invited later if needed.

Member limits

The number of members you can have depends on your subscription plan:

Plan	Member limit
Free	Up to 3 members
Pro	Higher limit (varies by plan)
Premium	Unlimited members

The Members tab shows your current usage — for example, “2 of 3 members”. If you have pending invitations, those count toward the limit as well.

When you reach your member limit:

• The Invite button becomes disabled.
• A banner appears suggesting you upgrade your plan.
• You can still manage existing members (change roles, remove members) to free up seats.

Upgrading for more members

If you need more seats, click the Upgrade button on the capacity banner, or head to Settings → Subscription to view available plans. See Subscription & Billing for details.

Email notifications and members

Team members with verified email addresses can be selected as recipients for form email notifications. When configuring notifications on a form’s Publish tab, you’ll see a list of all verified team members to choose from.

Switching between Formspaces

If you belong to multiple Formspaces, you can switch between them using the organization switcher in the sidebar. Each Formspace has its own members, forms, and settings — they are completely independent.

You can view and manage all the Formspaces you belong to from your profile. Go to My Profile → Formspaces tab to see the full list.

What’s next?

• Formspace Settings — Configure your organization’s name, domain, and logo.
• Subscription & Billing — Understand plan limits and manage your subscription.
• Managing Your Profile — Update your personal details and security settings.