Formester Teams - Share Access to Forms & Surveys
Invite team members to your workspace and share view, edit, or submit access to your forms and surveys.
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Why Collaborate As a Team?
Assign Roles Easily
Decide who can view, edit, or manage each form by setting roles for each team member.
Collaborate in Real-Time
Multiple people can work on a form at the same time, with instant updates so no more back-and-forth emails or waiting.
Protect Sensitive Data
Limit access to certain forms or responses, so only specific team members can view or edit private info.
Speed Up Teamwork
With access management, your team can work faster, with fewer delays and less back-and-forth for approvals.
Stay on Brand
Create templates and control who can edit them, keeping all forms looking consistent and professional.
One Secure Spot for All Data
Store all forms and responses securely in one place, so team members with access can find what they want quickly.
Organization Level Permissions
You can invite members and allow them to manage your entire Formester account.
Navigate to Organization Members
Navigate to Organization members in the Teams tab.
Invite members & assign roles
Then Invite members to your organization and assign any one of the two types of access.
Admin: Full control over all the forms and settings in your organization.
Staff: Can only access the forms which they were given access to at the form level.
Collaborate
After accepting the invitation, the invited member can view your organization in the top right corner.
Team Level Permissions
Invite members, group them into teams, and assign permissions to an entire team.
Create a Team
Navigate to the Teams tab, then create a new team
Invite Members & Assign Roles
Then invite the members via email and assign any one of the two types of access.
Maintainer: Manages team memberships, roles, and has full access to all forms assigned to the team.
Member: Can access forms assigned to the team but can’t manage members.
Collaborate
Setup form level access to the specific team to collaborate on specific forms or surveys.
Form Level Permissions
You can assign roles and permissions to individuals or an entire team on specific forms or surveys.
Create a form or a survey
Use our pre-built templates or our AI form generator to quickly create any type of form or survey you’d like in minutes.
Invite people & Assign Roles
To invite people into the form, head over to the “Share” tab and add members into that form by searching for them.
Then assign the roles you want to give to those individuals or the entire team.
Maintainer: Full form control, including access management and all editing capabilities.
Editor: Edit and manage form content and submissions, but cannot control who has access to the form.
Viewer: Can only view the submissions, analytics and submit the form or survey.
Submitter: Can only submit the form or survey.
Field Level Permissions
With this you can control who can edit individual fields in your forms and surveys. Ex: In a delivery form, the delivery person can only collect e-signatures in the form.
Step 1: Invite Members
- Go to the Teams section
- Send an invite via email and set their role as Members.
Avoid assigning them as Maintainer, as Maintainers have full access to edit the entire form. If that member has already been invited then, change their access to be Members in Teams or Staff in Organization.
Step 2: Toggle on Field Assignee
- Open your form and select the field to restrict.
- Go to Advanced settings and enable Field Assignee.
Step 3: Create a Form Role
- Select Add Role,
- And provide a name to this role,
- Then add members or an entire team to this role
Only these added members or the team can edit and fill out this field. For others this will be restricted.
Step 4: Complete Setting Up Field Level Access
- Do the same for the other fields for which you want to control who can edit or fill out.
- Publish the form and share the link.
Real Life Use Cases
Employee Performance Reviews
HR, managers, and employees collaborate on reviews, self-assessments, and feedback to streamline evaluations.
Customer Feedback Collection
Teams gather customer insights, track responses, and improve products based on feedback.
Event Registration & Management
Planners, sales, and admins manage registrations, VIPs, and confirmations in one shared form.
Job Application & Hiring Process
HR, recruiters, and managers review applications, track candidates, and streamline hiring.
Market Research & Data Collection
Teams design surveys, collect data, and analyze trends to make informed business decisions.
Compliance & Audit Checklists
Teams complete, verify, and audit compliance forms to meet regulations efficiently.
Testimonials
Discover what our customers have to say about their experience with us
FAQs
A collaborative form is a form that lets several people work on it at once. Everyone can add or change information and share ideas, making it great for teams to gather input in one spot.
You might need a collaborative form if you have a team and want everyone to share their ideas easily. It helps you get feedback and make changes together, saving time and improving teamwork.
Yes! With Formester’s “Form Level Access,” you can pick who sees or edits each form, either by adding specific people or entire teams.
Formester only allows people to access what they can see. You assign roles like Viewer or Editor to make sure sensitive info stays secure.
Absolutely! You can quickly remove them from your organization, which instantly blocks their access to all forms and data.
Not at all! Changing a role updates access immediately. This does not affect current work, so it’s easy to make changes.
No, the Form Access Management feature is only available for Business and Enterprise users. See our pricing to learn more.
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