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, and invite approvers who only review the responses assigned to them. This guide covers invitations, roles, and member limits.

Accessing member management

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

The tab has two sections:

• Team members — owners, admins, and members, with a meter of how many of your plan’s seats are used.
• Approvers — people who only review the responses assigned to them, who don’t count toward the limit.

Each section has its own invite button, pending invitations, and member list. A long list shows its first few people with a Show more button, and a search box to find someone by name or email.

Note

Only owners and admins can access the Settings page and manage members. Users with the member role don’t see Settings in the sidebar; if they follow a link to it, the page lists the Formspace’s owners and admins so they know who to ask.

Inviting members

To invite someone to your Formspace:

1. Click Invite members in the Team members section, or Invite approvers in the Approvers section.
2. Enter up to 50 email addresses, separated by commas, semicolons, or spaces.
3. For team members, choose a Role — Admin or Member. Everyone invited together gets the same role.
4. Click Send.

Each invitee receives an email with a link to join your Formspace. Invitations expire after 48 hours — you can see the expiration time on each pending invitation card.

Invitees don’t need a Formspace account or to work for your organization: they verify their email address when they accept, and only add their name.

Pending invitations

Each section’s pending invitations appear above its member list, collapsed when there are more than a few. For each invitation you can see:

• The invitee’s email address.
• The role they’ll join with.
• 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.

Expired invitations no longer reserve a plan seat. You can resend an expired invitation to create a fresh link, or remove it from the list.

Invitation limits

So invitations can’t be used to send bulk email, there are limits on how many can be sent. They’re generous for inviting your own team and approvers:

• A Formspace can send up to 50 invitations in any 24 hours, and you can send up to 100 across all your Formspaces. Resent invitations count too.
• The same invitation can be sent to an address once an hour.
• A Formspace can have up to 100 pending invitations. On the Free plan, up to 25 of them can be approver invitations, and on the Basic plan up to 50.

If you reach a limit, the invitations that weren’t sent stay in the invite dialog so you can send them later. Email support@formspace.com if you need to invite more people at once.

Roles

Every member is assigned one of four 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.
Approver	Can only see the responses whose workflow approvals are assigned to them, and approve or reject them.

Approvers

Give the Approver role to people who only need to sign off on submissions, such as managers, finance teams, or clients outside your organization. Approvers are free on every plan and don’t count toward your member limit.

An approver can:

• See the responses with an approval assigned to them, including approvals they’ve already decided, on the Responses page and from the link in their approval email.
• Approve or reject their pending approvals, fill in the approval form, and undo their own decisions.
• Save those responses as PDFs and open their uploaded files.

An approver can’t see your forms, any other response, the Overview, Settings, or the member list. They can’t edit responses, use the AI Assistant, or connect integrations such as Power Automate or MCP clients.

Besides their approval requests, approvers can receive form notifications and workflow emails when you add them as recipients, and those emails include whatever answers you configure them to. The email’s link to the response only opens it for them if they’re asked to approve that response.

To let an approver do more, change their role to Member or Admin. That uses one of your plan’s member seats.

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 — Approver, Member, Admin, or Owner.

The change takes effect immediately, and moves the person between the Team members and Approvers sections when it changes which one they belong in.

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
Basic	Up to 5
Pro	Up to 20
Premium	Unlimited

The Team members section shows how many seats are used — for example, “3 of 3 seats used, including 1 pending invitation”. Unexpired pending invitations hold a seat until they’re accepted, cancelled, or expire. Approvers, and invitations to be one, don’t count toward it, so you can add as many as you need on any plan.

When you reach your member limit:

• Invite members is turned off, but you can still invite approvers. Approvers can’t be changed to another role.
• 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 members to choose from, grouped into team members and approvers, with a search when the list is long. If a recipient leaves your Formspace, Formspace stops sending them notifications.

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.