👀 Before you start
Adding someone to your workspace doesn't automatically give them access to anything — unless they're made a workspace Admin.
Workspace Members start with no access at all and can only see what you explicitly share with them.
ℹ️ To be able to collaborate with you on a project, a person would need to be added to your workspace first:
How to share a folder with a workspace Member
Sharing a folder gives the person access to the folder itself and everything inside it — all existing projects, plus any new ones added to the folder in the future.
➔ To share a folder:
Click the three-dot menu next to the folder, and go to Share,
Start typing a team member's email or pick them from the dropdown. You can select multiple people at once,
Click Invite,
Once they're added, you can also adjust their access level (Member or Admin):
➔ Folder access levels:
Admins
Can view the folder, see all projects inside it, create new projects within it, and edit the folder's settings,
Members
Can view the folder and all projects inside it, but can't create new projects or edit the folder's settings.
ℹ️ When you share a folder, all projects inside it automatically inherit the same access level. If you make someone an Admin of the folder, they become an Admin in all enclosed projects as well — and the same applies for Member access.
Yet, if you'd like to upgrade a folder's Member access to Admin on any specific project within the folder — you can do that individually on the project level.
Projects shared through a folder won't appear separately in the person's Shared with me tab — since they have direct access through the folder itself.
How to share a project with a workspace Member
You can also share individual projects directly, without sharing the folder they're stored in.
➔ To share a project:
Click the three-dot menu next to the project, and go to Share,
Start typing a team member's email or pick them from the dropdown,
Click Invite,
Once they're added, you can also adjust their access level (Member or Admin):
The project will appear in the person's Shared with me tab. They can open and work in the project, but won't see the folder it lives in.
➔ Project access levels:
Admins
Can edit the project's structure, content, and data blocks. Can edit linked forms and any submissions,
Members
Can view and edit submissions, but can't modify the project's structure, content, or any linked forms.
💡 Not sure why something isn't showing up in the Shared with me tab? This guide explains exactly what appears there and what doesn't:
A note on Admins
Workspace Admins already have access to all folders and projects by default — you don't need to share anything with them individually. The one exception is the Home folder.
ℹ️ The Home folder is only visible to workspace Owners and Admins, and it's also private to each.
Each Owner and Admin has their own, and the projects inside it are only visible to the creator. If you want to share a project from your Home folder with another person, you can do so through the usual share flow and they'll find it in their Shared with me tab.
Sharing access with people outside your workspace
Sometimes you want to give someone access to your data or forms without adding them as a workspace member. Here are a few ways to do that depending on what you need:
➔ Share a form publicly
You can share any form by sending its direct link, or embed it on your website. Anyone with the link can fill it in without having a Formaloo account:
➔ Give external users access through a portal
If you've built a custom app and want external users to log in and interact with it, you can turn it into a portal.
Portal users can access and manage their own submissions without seeing anyone else's:
If you'd like to share a view-only version of an app without any login or authentication, you can publish it as a public dashboard instead (see below ⬇️ ).
➔ Publish a view-only public app or dashboard
You can publish an app or a dashboard to share view-only public access with people, letting anyone see the data — forms, submissions, charts, custom content — without being able to edit anything:
➔ Sync data to external tools
If you just need to share data with someone without giving them access to Formaloo directly, you can sync form submissions to Google Sheets or push data to other tools via integrations:
➔ Share submission data via email notifications
You can also set up email notifications to automatically send submission copies or alerts to relevant people whenever a form is submitted — with or without conditions:
Bottom line
Sharing in Formaloo gives you precise control over who sees what. Share a whole folder to give someone access to everything in it, or share just one project to keep things focused. Members start with no access and only see what you share; Admins see everything by default.
And if you need to give access to people outside your workspace entirely, you have several options — from public form links to portals to data integrations.