If you're working with a team, you can invite people to your Formaloo workspace so they can collaborate on your projects.
Once someone joins, you decide what they can access — you can share specific projects or folders with them individually, or give them admin-level access to everything at once.
This is useful when you have colleagues who need to view or manage data in your projects, when you want to share editing access to a specific app or form with someone, or when you're managing a workspace for a department or client with multiple people involved.
How to get to Workspace Members settings
If you have more than one workspace under your Formaloo account, start by making sure you're in the right one. The workspace switcher is in the bottom left corner of your dashboard — click it to switch between workspaces.
Once you're in the correct workspace, click your profile icon in the top right corner and select Workspace members. This is where you can invite new people and manage everyone who's already in your workspace.
How to invite your team members to join your workspace
There are two ways to invite someone from the Workspace members page:
➔ Option A: Invite by email
Type the person's email address into the invite field and send the invitation. To invite multiple people, simply hit space after entering the email, and enter the next one.
You can also assign them to a team at this point — or create a new team on the go if needed.
💡 Looking to organise your members into groups?
Teams in Formaloo let you tag and group workspace members, which can be useful for organising members and later assigning submissions not only to individuals but the whole teams:
➔ Option B: Invite by link
Just below the invite field, you'll find an option to copy your workspace invite link. Share this link however works for you — by message, email, or directly. Note that you can't pre-assign a team when using the invite link.
What happens after the invitation
Everyone who joins your workspace — whether via email invite or invite link — starts as a Member by default. You can adjust their access level any time after they join.
What happens next depends on whether they already have a Formaloo account:
If they already have a Formaloo account under the email you invited, they'll appear in the Team Members section right away and receive a notification email letting them know,
If they're new to Formaloo, they'll show up in the Pending Invitations section. Once they sign up using the invitation email or the invite link, they'll land directly in your workspace.
Either way, once they're set up, your workspace will appear in their workspace switcher so they can access it any time.
How to pick and assign the right workspace access level: Admin vs Member
Once someone is in your workspace, you can set their access level by clicking the three-dot menu next to their name:
Admin
Has access to all folders and projects in the workspace by default. Admins can also invite other people to the workspace,
Member
Has no access to any folders or projects by default. They'll only see what you specifically share with them.
💡 After you add someone as a Member to your workspace, you'll want to share the relevant projects or folders with them:
ℹ️ The Home folder it not visible to Members, only to Admins and the Owner.
It works differently from regular folders – it's personal to each person, so the projects you create in it are not visible to other Admins/the Owner. Each has their own Home folder where they can keep projects privately.
How to check or extend the number of internal seats you have on your plan
The number of internal member you can have in a workspace depends on your plan. If, at any point, you need extra seats without removing any existing user, you have two ways forward:
Upgrade to a higher plan
A higher tier may include more seats and comes with additional features that could be useful beyond just the extra capacity,
Add internal users add-ons
If your need is temporary or you need a custom number of extra seats, you can purchase additional seats on a monthly or yearly basis. Add-ons are available on paid plans.
💡 Not sure which option makes more sense for you? Check out:
If you're looking for a completely custom setup or a larger number of internal users, you're always welcome to book a demo with our team.
How to manage your workspace members
From the Workspace Members page, you can:
Adjust any member's access level between Admin and Member at any time,
Cancel a pending invitation before the person has signed up,
Remove any existing Member or Admin from the workspace.
ℹ️ Members can't access the Workspace Members page – that option is only available to Admins and the workspace Owner.
Bottom line
Adding team members gives you a shared workspace where each person sees exactly what you want them to see.
Invite by email for a targeted invite with optional team assignment, or share the invite link for a quicker open invite. Everyone joins as a Member by default, and you can promote anyone to Admin or share specific projects and folders with them whenever you're ready.