👥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.
Name
The person's name, with their initial as an avatar. Your own row carries a You chip.
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
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.
Step 3: Use the Role select to decide how much they can change. Only Member and Admin are offered.
You will see Member added. when it works. Common messages:
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 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.
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: the pending list, Resend and how someone accepts.
Workspaces: switching, renaming and the Workspace ID.
Notification emails (account templates): admin and owner only.
Brand kit (workspace-wide): admin and owner only.
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