Team Members
Invite teammates, manage roles, and control who can see and change your Flows.
Team Members
FormWise is built for teams. The Members tab is where you invite people into your organization, assign them roles, and decide who can see, build, or administer your Flows. Whether you are a solo builder bringing on your first collaborator or running a large organization with stakeholders, members keep your work scoped to the right people.
[Screenshot: The Members page showing a table of teammates with name, email, role badge, and "Joined" date columns.]
Why teams use member management
A FormWise organization usually contains a mix of people who do very different things:
- Builders who create and edit Flows day-to-day.
- Admins who manage billing, integrations, and other members.
- Stakeholders - clients, executives, or other teams - who want visibility without the ability to break anything.
Roles let you give each of those people exactly the access they need, and nothing more. This keeps in-progress Flows safe from accidental edits and keeps sensitive settings (like API keys) limited to the people who own them.
Roles
Every member of your organization is assigned one of four roles: Viewer, Member, Admin, or Owner. Roles are mutually exclusive - a person has exactly one role at a time. The invite and change-role dialogs show a checklist of what the selected role can do, so you can compare before you pick.
Owner
Full control. Each workspace has exactly one Owner, who holds billing. On top of everything an Admin can do, only the Owner can transfer ownership or delete the workspace.
Ownership moves by promoting another member to Owner, which demotes the current Owner to Member in the same step. The Owner can't be removed or demoted directly, and must hand ownership to someone else before leaving the workspace.
Admin
Everything except ownership. Admins can:
- Invite, remove, and change the role of other members (except the Owner).
- Add and remove provider API keys and connect integrations.
- Delete Flows, Suites, and Knowledgebases.
- Manage Portals, end users, and monetization.
- Edit workspace settings and billing.
Use Admin for team leads, operations managers, or anyone who needs to configure the workspace.
Member
Can open and run Flows, Agents, and Suites, and create and edit Flows, Agents, Suites, and Knowledgebases - but cannot delete them, manage other members, or change workspace settings and billing. This is the right role for most builders on your team.
Members can see the member list, but cannot invite people, change roles, or remove anyone.
Viewer
Can open and run Flows, Agents, and Suites, but not change anything. Great for:
- Clients who want to monitor the Flows you built for them.
- Stakeholders who need visibility but should not edit.
- New hires during onboarding, before they get build access.
If you are not sure what role someone needs, start with Viewer or Member and upgrade later. It is much easier to grant more access than to roll back a mistake.
Inviting a member
- Go to Settings (or choose Invite and manage members from the workspace menu at the top of the sidebar).
- Open the Members page.
- Click Invite in the top-right.
- Enter the person's email address.
- Choose a role: Viewer, Member, or Admin. People can't be invited as Owner - invite them, then transfer ownership.
- Click Send invitation.
Only Owners and Admins can send invitations.
[Screenshot: The "Invite member" dialog with an email field, a role picker set to "Member", and a "Send invitation" button.]
The recipient gets an email with a link to join your organization. While the invitation is outstanding it appears in the members table with an Invited badge and an expiration date, so you can see at a glance who has not accepted yet.
Resending or cancelling an invitation
Open the ... menu on a pending invitation row:
- Resend invitation - Sends the email again with a fresh link.
- Cancel invitation - Revokes the link entirely. Useful if you invited the wrong person or the role was wrong.
Once the invitation is accepted, the row swaps the Invited badge for the assigned role badge and the user can sign in.
Changing a member's role
- Find the member in the Members table.
- Open the ... menu at the end of their row.
- Click Change role.
- Pick the new role.
- Click Update (or Transfer ownership if you picked Owner).
The change takes effect immediately the next time the member loads the dashboard. They do not need to sign out and back in.
Only Owners and Admins can change roles. Only the Owner can make someone else the Owner, and doing so demotes the current Owner to Member. The new Owner needs a linked Formwise Classic account.
Editing a member's profile
From the ... menu you can also:
- Change name - Update the display name shown next to their avatar.
- Change email - Update the email address tied to the account.
These are useful when someone changes their name, switches email addresses, or you imported a member with placeholder details.
Removing a member
- Open the ... menu on the member's row.
- Click Remove from organization.
- Confirm in the dialog.
Only Owners and Admins can remove members, and the Owner can't be removed - transfer ownership first.
[Screenshot: The "Remove member" confirmation dialog warning that the member will lose access to all workspaces and data.]
Once removed, the member loses access to every Flow, Suite, and setting in the organization. They can be re-invited later if needed, but they will start fresh - any in-progress local state on their machine is no longer tied to your org.
Flows, Suites, and execution history that the removed member created stay in the organization. Content belongs to the organization, not the individual, so nothing disappears when someone leaves.
Best practices
- Keep Admins minimal. There is only ever one Owner, so give Admin only to the people who truly need to configure the workspace.
- Use Members for builders. Day-to-day Flow creators should be Members, not Admins, so they cannot accidentally delete Flows, rotate API keys, or change billing.
- Use Viewers for stakeholders. Clients, execs, and reviewers should be Viewers. They can see everything they need without being able to break a published Flow.
- Apply least privilege. Start people on the lowest role that lets them do their job and upgrade only if friction appears.
- Review quarterly. People change teams and projects. Walk the members list every quarter and remove or downgrade anyone who no longer needs the access they have.
- Pair role changes with a note. When you promote or demote someone, tell them why. It avoids surprise when they next try to do something they used to be able to do.