# formbase Docs — Workspaces & Teams

# Workspaces overview

How workspaces, members, and folders fit together.

## Workspaces overview

A workspace is the shared container for your forms, members, domains, and integrations. Team members can build, publish, and manage forms together.

<h2 id="what-lives-in-a-workspace">What lives in a workspace</h2>

- **Forms** — each form belongs to exactly one workspace
- **Requests** — the information you ask specific recipients for
- **Members** — teammates who can build and manage forms with you
- **Folders** — organize your form list as it grows
- **Trash** — deleted forms land here so you can restore them or remove them for good
- **Domains** — serve forms and send notifications from your own hostnames <em>(Pro)</em>
- **AI Skills** — reusable AI instructions shared across the workspace <em>(Pro)</em>
- **Integrations** — connect to Google Sheets, Notion, Slack, and more
- **OAuth and API Keys** — personal credentials each member manages for themselves

<h2 id="plans">Plans</h2>

Every account gets **unlimited workspaces** and **unlimited members** on any plan. There are no per-seat fees.

Pro adds custom domains and email domains, custom themes, advanced analytics, AI Skills, and much higher storage and submission limits.

Business adds on top of Pro: 20 domains instead of 5, a shared AI credit pool so members spend the owner's purchased credits, respondent email verification, custom submission retention, and version history. <a href="/subscription-billing/plans-pricing">Compare all plans →</a>

> 💡 **How Pro works for teams**
> <p>
>     Workspace-level features — custom domains, email domains, submission limits, storage, AI Skills — come from the workspace owner's plan.
>     Members get these without their own Pro subscription. Per-user features like AI credits remain individual unless a Business owner turns
>     on sharing. <a href="/workspaces-teams/inviting-members#what-members-get">Full breakdown →</a>
>   </p>

<h2 id="workspace-settings">Workspace settings</h2>

Click your workspace name in the sidebar, then choose **Workspace Settings**. The menu item shows for everyone, but only the workspace owner can open the page — members who click it are sent back to the workspace.

- **Owner** — rename the workspace, set the timezone and notification email language, manage members and the invite link, share AI credits on Business, and delete the workspace
- **Member** — create, edit, publish, and manage every form in the workspace, and organize with folders. <a href="/workspaces-teams/inviting-members">Inviting members →</a>

<h2 id="next-steps">Next steps</h2>

<div class="not-prose grid gap-3 sm:grid-cols-2">
  - [Multiple workspaces](/workspaces-teams/multiple-workspaces) — Separate forms, data, and settings per project or client
  - [Inviting members](/workspaces-teams/inviting-members) — Add teammates and set up invite links
  - [Folders](/workspaces-teams/folders) — Organize forms inside a workspace
  - [Custom domains](/branding-domains/custom-domains) — Serve forms on forms.yourcompany.com
</div>


# Multiple workspaces

Run separate spaces for clients, teams, or projects.

## Multiple workspaces

Create unlimited workspaces — each with its own forms, members, domains, and integrations. Available on all plans.

<h2 id="when-to-use-more-than-one">When to use more than one</h2>

- **Per client** — keep client work isolated
- **Per team** — sales, support, and marketing each manage their own forms
- **Per environment** — staging vs production
- **Per brand** — separate products with different domains and themes

<h2 id="switching-workspaces">Switching workspaces</h2>

Click your workspace name near the top of the sidebar to open the dropdown. Pick another workspace and the entire view — forms, requests, members, integrations — switches to that workspace's data. The dropdown labels each workspace **Owner** or **Member** so you can tell at a glance which ones you run.

<h2 id="creating-a-new-workspace">Creating a new workspace</h2>

There is no cap on how many workspaces you create, on any plan. Each one has independent members, folders, integrations, domains, AI Skills, themes, and submission data. A workspace's features follow **that workspace's owner's plan** — so a workspace you own on Free stays on Free limits even if you're a Pro member elsewhere, and a Pro workspace gives all its members Pro features.

Note what this means for quotas: every workspace you own draws on the same personal storage, form, and monthly submission allowance. Creating more workspaces organizes your work; it does not raise your limits. See <a href="/subscription-billing/limits-quotas">Limits & quotas</a>.

<h2 id="leaving-or-deleting">Leaving or deleting a workspace</h2>

See <a href="/workspaces-teams/inviting-members#leaving-a-workspace">leaving a workspace</a> for details on what happens to your API keys and data. Owners can delete a workspace from **Workspace Settings → Danger Zone**. This permanently removes all forms, submissions, folders, AI Skills, themes, domains, and member access, and revokes every member's credentials for that workspace. It cannot be undone.

<h2 id="next-steps">Next steps</h2>

<div class="not-prose grid gap-3 sm:grid-cols-2">
  - [Inviting members](/workspaces-teams/inviting-members) — Add teammates via invite links
  - [Folders](/workspaces-teams/folders) — Organize forms inside a workspace
  - [Using AI chat](/ai/overview) — Generate forms, translate, and analyze with AI
</div>


# Inviting members

Add teammates to a workspace and manage invite links.

## Inviting members

Invite teammates to any workspace via a shareable link. The workspace owner creates the link and controls its expiry and usage limit.

<h2 id="how-it-works">How it works</h2>

The workspace owner invites others by sharing an **invite link**. You control how long the link stays active and how many people can use it. Send it however you like — email, Slack, or paste it anywhere.

Each workspace has one active invite link at a time. Generating a new link revokes the previous one, and anyone holding the old link can no longer join with it.

Inviting is owner-only. Redeeming a link grants full read and write access to every form and submission in the workspace, so growing the team is the owner's call. A member does not see the invite section at all — the whole settings page is owner-only.

<h2 id="create-an-invite-link">Create an invite link</h2>

The panel tells you how many people have joined, when the link expires, and how many of its uses are spent. If the link expires or hits its cap, use **Replace this link** to generate a fresh one.

<h2 id="joining">What the invitee sees</h2>

Opening the link shows the workspace name and a button to join. They need a formbase account — signing in or signing up first is fine, the link still works afterwards. The link tells them plainly if it is invalid, has expired, has run out of uses, or if they are already in the workspace.

<h2 id="roles">Roles</h2>

Every workspace has exactly one **owner** and unlimited **members**.

- **Owner** — full control over members, workspace settings, and deletion. The owner also has the same form-building access as members.
- **Member** — creates, edits, publishes, duplicates, and deletes forms. Sends and manages requests. Views and exports submissions. Manages per-form integrations and themes. Organizes with folders.

There is no viewer role and no read-only role: every member is a full editor on everything in the workspace. Ownership cannot be transferred.

<h2 id="what-members-get">What members get</h2>

- **Pro features cover everyone.** When the owner is on Pro, every member gets the full Pro feature set on that workspace's forms — custom domains, custom themes, email customization, abandoned-response recovery, AI Skills, advanced analytics, and higher limits. No individual upgrades needed.
- **Features follow the workspace, not you.** A workspace's capabilities come from its **owner's** plan. If you're on Pro but editing in someone else's free workspace, that workspace stays on free limits — and a Pro member can't unlock paid features in a free workspace.
- **Storage and form counts land on the owner.** All file uploads in the workspace (covers, images, respondent files) use the owner's storage quota, and every form counts against the owner's limits.
- **AI credits are per-user on Free and Pro.** On Business, the workspace owner can turn on a shared pool that covers members' AI usage in that workspace. See <a href="/ai/ai-credits-usage#shared-workspace-credits">AI credits & usage</a>.
- **API keys and OAuth apps are personal.** Each member creates their own under **OAuth and API Keys**. Only the creator can see key details (name, prefix, expiry) or revoke them. The full key is shown once at creation. Removing a member immediately invalidates their keys for that workspace.

<h2 id="what-members-cant-do">What members can't do</h2>

- Open Workspace Settings
- Rename the workspace or change its timezone and notification email language
- Create, change, or revoke the invite link
- Remove other members
- Delete the workspace
- Turn shared AI credits on or off
- See or change the owner's subscription, billing details, or invoices

Only the workspace owner can do these.

> ℹ️ **No seats, no per-seat fees**
> <p>
>     formbase does not charge per member, and no plan caps how many people can join a workspace. The only limit on an invite link is the one
>     you set on it.
>   </p>

<h2 id="removing-a-member">Removing a member</h2>

In **Workspace Settings → Members**, open a member's row and choose **Remove member**. They lose access immediately, and their API keys and connected apps for that workspace are revoked. Their forms and submissions stay in the workspace — they belong to the workspace, not the person. The owner cannot be removed.

<h2 id="leaving-a-workspace">Leaving a workspace</h2>

Members can leave a workspace at any time from the sidebar dropdown. Leaving deletes your API keys and connected apps for that workspace. They stop working immediately. You'll need a new invite to rejoin, and old credentials are not restored. The owner cannot leave — they must delete the workspace instead.

<h2 id="limits">Limits</h2>

- **Unlimited members** per workspace, on every plan
- One active invite link per workspace
- Links can have a **use limit** (set it to 1 for a single-use link)
- Links can have an **expiration date**

<h2 id="next-steps">Next steps</h2>

<div class="not-prose grid gap-3 sm:grid-cols-2">
  - [Folders](/workspaces-teams/folders) — Organize forms across your workspace
  - [AI Features](/ai/overview) — Generate forms, translate, and analyze with AI
</div>


# Folders

Organize forms inside a workspace with folders.

## Folders

Organize forms inside a workspace with folders.

<h2 id="folders">How folders work</h2>

A form lives in **one** folder, or in none. Folders belong to a workspace: they are not shared across workspaces, and every member of the workspace sees the same folders.

Folders nest. A folder can sit inside another folder, at any depth. Each folder card shows how many forms are directly inside it.

<h2 id="create">Creating a folder</h2>

Click **Folder** next to the **Folders** heading, or **Create Folder** on the empty workspace screen. Name it and confirm. Creating a folder while you are inside another folder makes it a subfolder of the one you are in.

Creating a form while you are inside a folder puts the form in that folder automatically.

<h2 id="move">Moving forms and folders</h2>

Choosing **Home** moves the selected forms out of every folder, back to the top level of the workspace. A folder you are moving cannot be picked as its own destination, nor as a folder inside it — those destinations are greyed out.

<h2 id="empty-states">Empty folders and empty workspaces</h2>

The two look different on purpose:

- **This folder is empty** — the folder has nothing in it yet. **All forms** takes you back to the top of the workspace, where your other forms are.
- **No Folders or Forms** — the whole workspace is empty. You get a **Create Folder** and a **Create Form** button.

<h2 id="delete">Deleting a folder</h2>

Deleting a folder is **not** the same as deleting a form.

> ⚠️ **Deleting a folder deletes everything inside it**
> <p>
>     <strong>Delete Folder</strong> permanently removes the folder, every subfolder under it, and every form in them — along with those
>     forms' submissions and analytics. The forms do <strong>not</strong> go to <a href="/workspaces-teams/trash">Trash</a>, so there is
>     nothing to restore. Move anything you want to keep out of the folder first.
>   </p>

Deleting a single form is the safe path: it goes to Trash and you have 30 days to bring it back. The same is true when you select several forms and delete them in bulk — forms go to Trash, folders do not. See <a href="/workspaces-teams/trash">Trash & restore</a>.

<h2 id="rename">Renaming a folder</h2>

Open the folder card's actions and choose **Rename**. Renaming changes nothing about where the forms inside it live.

<h2 id="ai">Folders and AI</h2>

AI chat and connected MCP clients can list, create, rename and move folders, and move forms between them. When AI creates a folder with a name that already exists at the same level, it reuses the existing folder instead of creating a duplicate. Deleting a folder always asks you to approve it first. See <a href="/ai/using-ai#manage">Using AI</a>.

<h2 id="next-steps">Next steps</h2>

<div class="not-prose grid gap-3 sm:grid-cols-2">
  - [Trash & restore](/workspaces-teams/trash) — Recover or permanently delete forms
  - [Workspaces overview](/workspaces-teams/overview) — What lives in a workspace
  - [Plans & pricing](/subscription-billing/plans-pricing) — Compare Free, Pro, and Business features
</div>


# Trash & restore

Deleted forms move to Trash, where you can restore them or remove them for good.

## Trash & restore

Deleting a form does not destroy it right away. It moves to Trash, where you can bring it back or delete it permanently. Trash is available on all plans.

<h2 id="what-happens">What happens when you delete a form</h2>

Deleting a form is a soft delete — the form moves to **Trash** instead of being erased. When this happens, formbase:

- Stamps the form as trashed and removes it from your folders and dashboard counts.
- **Revokes its active share links**, so public URLs and embeds stop serving the form immediately.
- **Cancels every pending request** on that form. Recipients can no longer open their link, and the caller is told the request was canceled.
- Locks the form against editing, publishing, and duplicating while it sits in Trash.

Submissions and analytics collected so far stay attached to the form, so nothing is lost if you restore it. Canceled requests are the exception: a canceled request is final, and restoring the form does not bring it back. See <a href="/requests/overview">Requests</a>.

> ⚠️ **Deleting a folder skips Trash**
> <p>
>     Only forms go to Trash. Deleting a <a href="/workspaces-teams/folders#delete">folder</a> permanently deletes the folder, its subfolders,
>     and every form inside them — there is nothing left to restore.
>   </p>

<h2 id="open-trash">Opening Trash</h2>

Click **Trash** in the workspace sidebar to see every deleted form in the current workspace, with who deleted it and when.

<h2 id="restore">Restoring a form</h2>

Select a form and choose **Restore form**. formbase asks where the form should go when it comes back out of Trash — pick a folder, or **Home** for the top level of the workspace — then brings it back with its submissions and analytics intact. Its share links stay revoked, and publishing again does not bring them back. Open the Share panel and click **Re-activate** on each link you want live again, or create a new link.

To restore several at once, check multiple forms and use the bulk **Restore** action in the toolbar — they all land in the folder you pick.

<h2 id="permanent-delete">Deleting permanently</h2>

Choose **Delete permanently** to erase a form for good. This cascades — the form, its submissions, its analytics, and its uploaded files are all removed and **cannot be recovered**. You can permanently delete one form, select several and remove them in bulk, or use **Empty trash** to clear everything at once. Permanent deletion frees the form's storage immediately: a form sitting in Trash still counts toward your storage quota until it is permanently deleted.

> ⚠️ **Permanent deletion is irreversible**
> <p>
>     There is no second trash. Once a form is permanently deleted, its submissions and analytics are gone for good. Export anything you want
>     to keep first.
>   </p>

<h2 id="auto-cleanup">Automatic cleanup</h2>

Forms left in Trash are permanently deleted automatically after **30 days**. A daily job removes anything past that window, so restore a form before then if you want to keep it.

<h2 id="idle-forms">Idle forms on the Free plan</h2>

On the Free plan, a form that has gone a full year with no edits and no new submissions is moved to Trash automatically. formbase emails the workspace owner a warning first, at least 30 days before it happens, so you have time to open the form or export it. Once trashed, it follows the same 30-day window as anything else here. Paid plans are never affected.

<h2 id="next-steps">Next steps</h2>

<div class="not-prose grid gap-3 sm:grid-cols-2">
  - [Version history](/building-forms/version-history) — Browse and restore past versions of a form
  - [Exports](/submissions-analytics/exports) — Download submissions before deleting
  - [Submission retention](/submissions-analytics/submission-retention) — How long formbase keeps response data
</div>