Teams in Formaloo are a powerful collaboration feature available in Enterprise workspaces. They help you organize your members, simplify task assignment, and manage large projects more efficiently. Instead of assigning tasks or records to each person individually, you can assign them to an entire team, ensuring everyone stays aligned and saving you valuable time.
📍 Included in plan: Enterprise, Team, Pro
Table of contents
What are teams and why they matter
A team in Formaloo is a group of workspace members that you can manage collectively. This feature is designed for larger organizations or enterprise environments where multiple people collaborate on the same workflows.
With teams, you can:
Organize members by department or function for example, marketing, product, or support.
Assign records or tasks to an entire team using the assigned field, so the task automatically appears on every member’s activity page.
Keep projects organized by grouping users working on similar projects.
Enhance collaboration everyone in the team stays updated when new records are assigned.
This feature ensures your workspace remains structured and scalable as your organization grows.
How to create a new team
Follow these steps to create your first team:
Go to your home page and click on your profile icon in the top-right corner.
From the dropdown menu, select workspace members.
On the top-right corner of the workspace members page, click manage teams.
Select create a new team.
Enter your team name (for example, “marketing team” or “support team”) and click create team.
Your new team is now created and ready to use. You can assign members to it immediately or come back later to manage membership.
How to assign a person to a team
After creating teams, you can assign people to them in just a few clicks:
Click your profile icon → workspace members.
Find the user you want to assign to a team.
Next to their name, click the team icon.
Select one or more teams to assign that user to.
Each person can belong to multiple teams, perfect for users who collaborate across departments or projects.
You can also assign users to teams directly from access management tabs while sharing a Formaloo or folder. This ensures permissions and team setup happen naturally as you build.
💡 Pro tip: If your organization frequently adds or rotates team members, assigning users through the access management tabs is the fastest way to keep access and responsibilities updated.
See how to share, edit, and delete access to your workspace guest users for more details.
How to edit or delete a team
You can easily manage existing teams anytime:
Go to your profile icon → workspace members → manage teams.
To rename a team, click the pen icon next to it.
To delete a team, click the bin icon.
Deleting a team only removes the grouping. The members will remain active in your workspace.
💡 Pro tip: On the workspace members page, click a team name to instantly filter the list of members belonging to that team. This is especially helpful for large workspaces with dozens of members.
Use cases for teams in Formaloo
Teams are designed to make collaboration seamless across different industries and departments. Here’s how you can use them effectively:
Marketing agencies
Group your team members into roles such as design, SEO, or client management.
When you receive new campaign submissions or client feedback, assign the task directly to the marketing team, everyone in that group will see it on their activity page.
For a ready-made solution, try this template:
👉 Web designer client questionnaire
Project management teams
Create dedicated teams for developers, QA, and project leads.
Whenever new issues or updates arise, assign them to the right team in one click instead of manually selecting each user.
For a ready-to-use workflow, explore this template:
👉 Project tracking and task management
Educational institutions or nonprofits
Set up teams for teachers, volunteers, or coordinators.
Assign event registrations, class submissions, or project evaluations to the relevant team to ensure everyone is informed.
You can use this pre-built education form to get started:
👉 Course enrolment template
Wrap-up
Teams in Formaloo are a cornerstone feature for large organizations using the Enterprise plan.
They help you:
Organize your members clearly by function or department.
Assign records and tasks faster, with fewer manual steps.
Improve team accountability by ensuring every assigned record appears in members’ dashboards.
If your organization handles many users or projects, using teams will significantly simplify your management flow, making Formaloo more collaborative, scalable, and efficient.
💡 Pro tip: Want your team members to edit Formaloos directly? Read how to allow your team to edit Formaloos.
FAQs
Q1: Who can create and manage teams in Formaloo?
Only workspace admins can create, edit, or delete teams. Members can view which teams they belong to, but they can’t modify teams directly.
Q2: Are teams available on all Formaloo plans?
No. Teams are available exclusively on the Enterprise plan. This feature is designed for larger organizations that need structured collaboration and multi-user task assignment.
Q3: Can I assign a task or record to multiple teams at once?
Currently, a single record can only be assigned to one team at a time, but members can belong to multiple teams. This ensures each task is owned by a specific group without confusion.
Q4: What happens when I delete a team?
Deleting a team removes that grouping, but does not delete any users or their data. The records assigned to that team remain accessible, though they’ll no longer be linked to the deleted team.
Q5: How do teams work with assigned fields?
When you use an assigned field in a Formaloo, you can choose a team as the assignee instead of individual users. All team members will automatically see that record on their activity page.
Q6: Can I move members between teams later?
Yes. You can add or remove members anytime without affecting their forms, folders, or other access. Changes take effect immediately across all related Formaloos.
Q7: How many teams can I create in one workspace?
There’s no hard limit. Enterprise users can create as many teams as needed to match their organization’s structure, departments, clients, or regional branches.
Q8: Can guest users be added to teams?
No. Teams are limited to workspace members. Guest users can be shared on individual Formaloos or folders, but they cannot be grouped into teams.
Learn more in how to share, edit, and delete access to your workspace guest users.
Q9: Can I filter or view all activity from a single team?
Yes. When you click on a team name from the workspace members page, you’ll see only the users belonging to that team, making it easy to track progress or review assignments.
Q10: Why should I use teams instead of assigning tasks manually?
Using teams helps you save time, reduce human error, and ensure that everyone responsible gets notified automatically. It’s the most efficient way to manage shared accountability in larger workspaces.
Q11: Can teams be renamed without losing their existing assignments?
Yes. Renaming a team does not affect its existing tasks, members, or assigned records, all connections remain intact.
Q12: Do team assignments show up in reports or analytics?
Yes. When you use assigned fields for teams, those team-based records appear in your reports and activity logs, helping you analyze workload distribution.