Account
Teams and roles
Organizations, workspaces, members and invitations, and exactly what each role can do.
Organizations and workspaces
An organization is your company or team. It's what a plan is bought for, and everyone in it signs in with their own email address.
An organization contains workspaces, and each workspace contains forms. Use workspaces to separate work by team, client or project, and to control who sees what: people only see the workspaces they've been given access to.
- Organization owners and admins create and delete workspaces.
- A form can be moved to another workspace from the workspace's list of forms.
- A workspace can only be deleted once it has no forms, so deleting one can never take forms with it.
You can belong to several organizations and switch between them in the dashboard.
Organization roles
| Role | What they can do |
|---|---|
| Owner | Everything, including deleting the organization and transferring ownership. |
| Admin | Everything in every workspace; invite and remove members (but not owners); create and delete workspaces; manage billing; require encryption. |
| Member | Only the workspaces they've been added to, with the role they have there. |
Owners and admins are treated as admins of every workspace, without needing to be added to each. An organization always has at least one owner; to leave as the last one, Transfer ownership first under Organization settings → General.
Workspace roles
| Role | What they can do |
|---|---|
| Admin | Everything an editor can, plus add and remove workspace members and rename the workspace. |
| Editor | Create, build, publish, close and delete forms; change every form setting (password, encryption, webhooks, notifications and so on); delete responses; run AI insights and summaries. |
| Viewer | See forms (read-only), read and export responses, and read Insights and AI reports. |
Webhooks are only visible to editors and admins, since they include secrets.
Inviting people
Organization owners and admins invite people from Organization settings → Members:
- Enter one or more Email addresses, separated by commas or new lines.
- Pick their Organization role.
- For members, choose their Workspace access: which workspaces, and with which role.
Each person gets an email with a link to join. Invitations last 7 days and are listed under Invitations until they're accepted, where they can be resent or revoked. If someone declines, their invitation stays there marked Declined: choose Invite again to send a fresh one with the same role and workspaces, or remove it from the list. If someone doesn't have an account yet, accepting the invitation creates one.
Workspace admins can also add existing organization members to their workspace from the workspace's settings.
Removing people
Removing someone from the organization also removes them from every workspace, straight away. Forms and responses they created stay. They stop getting email notifications at the same moment.
Anyone can leave a workspace or organization themselves, except the last owner.
Signing in
hootform doesn't use passwords. Enter your email on the sign-in page and hootform emails you a code to type in, or choose Continue with Google. The first time, either creates your account. Both lead to the same account for the same email address, so an invitation sent to your Gmail address can be accepted by signing in with Google.