> For the complete documentation index, see [llms.txt](https://docs.dapta.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.dapta.ai/dapta-forms/account/members-and-roles.md).

# Members & roles

Manage who works in a workspace: read the Members table, add someone as Member or Admin, change roles, deactivate or remove a person, and understand what Owner, Admin and Member are each allowed to do

A workspace is shared. Everyone in it sees the same forms, submissions and analytics, and their role decides how much they can change. This page covers the **Members** tab of a workspace.

***

## Open the Members table

**Step 1:** Open **Account settings** from the profile button, stay on **Workspaces** and click **Manage** on the workspace you want. The page opens on the **Members** tab.

<figure><img src="https://3835013762-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FCy5rSNtQmtqYCGzJlNEB%2Fuploads%2Fgit-blob-280eff787d7706e7c87228317c6a29de65b812db%2Fforms-members-and-roles-01-members-table.png?alt=media" alt="A workspace page on the Members tab, with the table header Name, Email, Role and Status highlighted and the Add member button highlighted in the top right"><figcaption><p>The <strong>Members</strong> table lists everyone in the workspace. <strong>Add member</strong> is in the top right.</p></figcaption></figure>

| Column     | What it shows                                                                            |
| ---------- | ---------------------------------------------------------------------------------------- |
| **Name**   | The person's name, with their initial as an avatar. Your own row carries a **You** chip. |
| **Email**  | The address they sign in with.                                                           |
| **Role**   | **Owner**, **Admin** or **Member**.                                                      |
| **Status** | **Active**, **Invited** (added but has not signed in yet) or **Disabled**.               |

The last column holds the row actions menu. You do not see it on your own row: nobody changes their own membership from here.

***

## What each role can do

| Can they…                                             | Owner |        Admin       | Member |
| ----------------------------------------------------- | :---: | :----------------: | :----: |
| Create, edit, publish and delete their own forms      |  Yes  |         Yes        |   Yes  |
| See submissions and analytics                         |  Yes  |         Yes        |   Yes  |
| Set up destinations and webhooks for their forms      |  Yes  |         Yes        |   Yes  |
| Publish their own public page                         |  Yes  |         Yes        |   Yes  |
| Work on everyone's forms in the workspace             |  Yes  |         Yes        |   No   |
| Edit the brand kit and the notification emails        |  Yes  |         Yes        |   No   |
| Connect and disconnect integrations for the workspace |  Yes  |         Yes        |   No   |
| Add members and retract invitations                   |  Yes  |         Yes        |   No   |
| Change someone between **Member** and **Admin**       |  Yes  |         Yes        |   No   |
| Activate or deactivate a member                       |  Yes  | Yes, except owners |   No   |
| Remove a member who has already accepted              |  Yes  |         No         |   No   |
| Act on another owner                                  |  Yes  |         No         |   No   |

> **⚠️ Note:** Ownership is not handed over from Dapta Forms. If you try, you get **Ownership is transferred from the Dapta app.** Change the owner there and Forms follows.

***

## Add someone to the workspace

**Step 2:** Click **Add member**. Type their work email in **Email** and click **Add member**. They join as invited and get full access the first time they sign in.

<figure><img src="https://3835013762-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FCy5rSNtQmtqYCGzJlNEB%2Fuploads%2Fgit-blob-86ebc5567bce275a993d458b55f520f3332ef221%2Fforms-members-and-roles-02-add-member.png?alt=media" alt="The Add a member dialog with an email typed in the Email field and the Role select showing Member"><figcaption><p><strong>Add a member</strong>: an email and a role, nothing else.</p></figcaption></figure>

**Step 3:** Use the **Role** select to decide how much they can change. Only **Member** and **Admin** are offered.

<figure><img src="https://3835013762-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FCy5rSNtQmtqYCGzJlNEB%2Fuploads%2Fgit-blob-665ceb20c4a55aee6d971b81c72ed942253ac0ee%2Fforms-members-and-roles-03-role-select.png?alt=media" alt="The Role select open in the Add a member dialog showing two options, Member and Admin"><figcaption><p>There is no Owner option here on purpose: ownership is managed in the Dapta app.</p></figcaption></figure>

You will see **Member added.** when it works. Common messages:

| Message                                      | What to do                                                                         |
| -------------------------------------------- | ---------------------------------------------------------------------------------- |
| **Enter a valid email address.**             | Check for a typo in the address.                                                   |
| **A member with that email already exists.** | They are already on the list, look for them in the table or under **Invitations**. |

Until they sign in for the first time, they appear with the status **Invited** and on the [Invitations](/dapta-forms/account/invitations.md) tab.

***

## Change a role, deactivate or remove

**Step 4:** Click the three dots at the end of a row (**Member actions**) and pick what you need.

<figure><img src="https://3835013762-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FCy5rSNtQmtqYCGzJlNEB%2Fuploads%2Fgit-blob-9fa02f5da82688b3cf29bff82591bbbd145bea04%2Fforms-members-and-roles-04-row-actions.png?alt=media" alt="The Member actions menu open on a member row showing Change to Admin and Deactivate"><figcaption><p>The menu only offers what your own role allows. This is an admin's view of a member's row.</p></figcaption></figure>

| Action               | What it does                                                                                                                                                  |
| -------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Change to Admin**  | Promotes a member so they can manage the workspace and everyone's forms. Confirmation: **Role updated.**                                                      |
| **Change to Member** | The other direction. Same confirmation.                                                                                                                       |
| **Deactivate**       | Blocks access without removing anything they built. Their status becomes **Disabled**. Confirmation: **Status updated.**                                      |
| **Activate**         | Brings a disabled person back. It replaces **Deactivate** on a disabled row.                                                                                  |
| **Remove member**    | Takes them out of the workspace. You are asked to confirm: **Remove this member? They will lose access to this workspace.** Confirmation: **Member removed.** |

A few rules the product enforces for you:

* **Remove member** is owner only. Admins see the role and status actions instead.
* Admins cannot act on an owner's row at all, so that row has no menu for them.
* A workspace must always keep one active owner. Demoting, deactivating or removing the last one fails with **A workspace must keep at least one owner.**
* Someone who has been invited but has not signed in yet cannot be activated or deactivated. Retract the invitation instead.
* If an action is not yours to take you get **You do not have permission to do that.**

> **💡 Tip:** Removing or deactivating a person never deletes their forms or the submissions they collected. Those stay in the workspace, so an admin can pick them up.

***

## What's next

* [Invitations](/dapta-forms/account/invitations.md): the pending list, **Resend** and how someone accepts.
* [Workspaces](/dapta-forms/account/workspaces.md): switching, renaming and the Workspace ID.
* [Notification emails (account templates)](/dapta-forms/account/notifications.md): admin and owner only.
* [Brand kit (workspace-wide)](/dapta-forms/design/brand-kit.md): admin and owner only.


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