Members, invitations and the activity log

The Workspace page

Click the workspace name at the top of the sidebar, then Members and settings. The page shows the workspace name, how many members and forms it has, and your own role. Owners see four sections: Members, Invitations, Settings and Leave or delete. Editors and viewers see the member list and the last section.

New workspace creates another one, with you as its owner, and moves you into it.

Members

Each member has a role drop-down (Owner, Editor, Viewer), which only owners can change. The button next to it removes a member after a confirmation, and they lose access to the workspace's forms straight away. The last owner cannot be demoted or removed. Make someone else an owner first.

People who signed up with KingsChat and have no email address show as "KingsChat" with their username.

Invitations

Under Invitations, enter an Email, choose a Role (Editor, Viewer or Owner) and select Send invite. Formwork emails a link.

• The link works for 7 days and can be used once.
• It is not tied to the email address you typed. Whoever opens it while signed in receives the role. If they have no account, they are asked to create one or sign in, and then return to the invitation.
• Resend issues a new link and a fresh 7 days, and earlier links stop working. Cancel deletes the invitation.
• After accepting, the person lands in the workspace, which becomes their current one.

If a person is already a member, the form says so instead of inviting them again.

Your plan sets how many members a workspace can have. Pending invitations count towards it. On the default Free plan a workspace has one member, so inviting anyone needs a plan with more; see When you reach a limit.

Single-form invitations are separate and live on the form's Share tab; see Roles and permissions.

Rename, leave and delete

• Rename is under Settings, for owners.
• Leave removes you from the workspace. If you are its only owner, you must first make someone else an owner. You always keep a workspace of your own; if you had none left, a fresh personal one is created.
• Delete this workspace removes all its forms, responses and uploaded files for every member. You confirm by typing the workspace name exactly. It cannot be undone.

Activity log

Owners and editors see an Activity log button on the Workspace page. It lists security-relevant changes, newest first, 50 to a page, with when, who and what. It is kept for a year.

The log records, among other things:

• creating, renaming and deleting a workspace, and members joining, leaving, being removed or having their role changed;
• invitations sent and cancelled;
• changes to form settings, form passwords, custom links, results links, and who has access to a form;
• webhooks added, changed, removed, replayed or given a new secret;
• API keys created and revoked, and changes made through the API;
• password, two-factor and email changes, and account data downloads.

It does not record every edit to a form's questions or every publish. For a record of what changed between versions, use Version history.

The log stores no visitor IP addresses beyond a keyed hash. The Activity log is a plan feature.

Common questions

Can two people be owners? Yes. There is no limit other than your plan's member count.

What happens to someone's forms when they leave? Forms belong to the workspace, not to the person. They stay, and the email notifications that used to go to the form's creator go to the workspace owner instead.

Can I move a form to another workspace? Formwork has no move or copy between workspaces. The question bank and question import work inside one workspace; see Collaborating and reusing work.