Workspace Roles and Permissions

Workspace roles help you control what collaborators can do inside shared Formware workspaces. By assigning different roles, you can organize your team based on their responsibilities while keeping forms, submissions, and workspace settings secure.

Workspace permissions apply only to the specific workspace a user has been invited to. Users can have different roles across different workspaces in the same organization.

To invite collaborators to a shared workspace, see Add Users to Workspaces.

Formware supports three workspace roles:

• Owner
• Can edit
• Can view

Each role gives different levels of access to forms, submissions, integrations, and workspace management.

Workspace Owners have full control over a shared workspace.

They can:

• Invite or remove workspace members
• Assign workspace roles
• Create and manage forms
• Delete forms and responses
• Move forms between workspaces
• Configure integrations
• Manage workspace settings

A workspace can have multiple Owners, but every workspace must always have at least one Owner.

If you are the only Owner of a workspace, you must assign ownership to another member before changing your own role.

Workspace Owners can fully manage forms inside the workspace, including:

• Creating forms
• Editing questions and settings
• Publishing forms
• Renaming or duplicating forms
• Copying or moving forms between workspaces
• Deleting forms and responses.

They can also manage responses in the Results panel, including downloading or permanently deleting submissions.

The Can edit role is designed for collaborators who create and manage forms but do not manage workspace members or permissions.

Users with this role can:

• Create forms
• Edit and publish forms
• Configure integrations
• Rename and duplicate forms
• Copy forms to other workspaces
• View and export responses

However, they cannot:

• Delete forms
• Delete responses
• Move forms between workspaces
• Invite or remove workspace members
• Assign workspace roles

Members with the Can edit role can access all form-building functionality, including:

• Question settings
• Logic and branching
• Design customization
• Integrations and automation
• Publishing

They can also see workspace members, but they cannot change roles or manage access.

The Can view role is intended for teammates who only need visibility into forms and submissions without editing access.

This role is useful for:

• Managers reviewing responses
• Stakeholders overseeing projects
• Team members responsible for sharing forms
• Analysts reviewing submission data

Users with this role can:

• View forms
• Share already published forms
• View integrations
• View responses and analytics
• Download and export responses
• Generate reports

However, they cannot:

• Create forms
• Edit forms or questions
• Configure integrations
• Duplicate or delete forms
• Move or copy forms
• Delete responses
• Manage workspace members

When opening a form, members with the Can view role can browse the form structure and questions, but they cannot modify:

• Questions
• Logic
• Design settings
• Integrations
• Workspace configuration

Buttons for editing actions will appear disabled throughout the workspace.

If integrations have already been configured, users can still see their connection status inside the Connect panel.

Use workspace roles to control collaboration while keeping forms and submissions secure.

Here are common role recommendations:

Using workspace-level permissions helps teams collaborate efficiently while limiting unnecessary access to sensitive settings and data.

• Add Users to Workspaces
• Add Users to Organizations
• Organization Roles and Permissions