Collaboration
Team sharing
Share a form and its responses with teammates at the right level of access, without handing out a shared login.
Forms are rarely a one-person job. Someone builds the form, someone else reviews the responses, and a third person needs to keep the whole thing tidy. The usual workaround is to pass around one shared login, which is fragile and impossible to unwind cleanly. Formius replaces that with proper sharing: you invite teammates to a form and give each of them exactly the access they need.
Sharing is admin-to-admin collaboration between people who have their own Formius accounts. It is completely separate from how public respondents fill in your form, so opening a form up to a colleague never changes anything about the respondent experience or exposes an internal control to the outside.
Three permission levels
Every share is set at one of three levels, so access matches the role rather than being all-or-nothing. Each level includes everything the level below it can do:
- View: the teammate can see the form and its responses, but cannot change anything.
- Edit: everything view can do, plus the ability to change the form itself.
- Admin: everything edit can do, plus the ability to manage who else the form is shared with.
The owner stays in control
Sharing is managed per form, so you decide form by form who gets in and at what level. The person who created the form remains its owner and stays in control: you can change a teammate to a different level or revoke their access entirely whenever you need to.
Because access is granted per person rather than through a shared password, adding or removing a collaborator is a clean, reversible action. There is no credential to rotate and no one left holding a login they should no longer have.
Everyone keeps their own account
With sharing, a team collaborates on forms and responses without passing around a single shared login. Each person signs in as themselves and works within the access they were given, so a reviewer can read results without being able to alter the form, and an editor can refine the questions without inheriting control over the sharing list.
This keeps collaboration clear and accountable: work happens under each person's own account, and the level of access always reflects what that person is actually meant to do.
Separate from the respondent flow
It is worth being precise about the boundary. Team sharing governs which signed-in teammates can see or work on a form inside Formius. It is not a login for the people filling in your form, and it does not touch any form-level access gate or the per-submission email verification your respondents go through. Sharing a form with a colleague changes who on your side can collaborate, and nothing about how the public interacts with it.
Frequently asked questions
- What can each permission level do?
- View lets a teammate see the form and its responses. Edit adds the ability to change the form. Admin adds the ability to manage who else the form is shared with. Each level includes the ones below it.
- Can I take away access after I have granted it?
- Yes. Sharing is managed per form and the owner stays in control. You can change a teammate to a different level or revoke their access at any time.
- Do my teammates need their own Formius accounts?
- Yes. Sharing is admin-to-admin collaboration between people who each have their own account, so no one has to share a single login.
- Does sharing a form affect the people filling it in?
- No. Team sharing is completely separate from the public respondent flow. It only controls which signed-in teammates can see or work on the form.
- Can a teammate share the form with even more people?
- Only if you give them the admin level. View and edit teammates can work on the form and its responses but cannot manage who else it is shared with.
Related features
- Responses dashboardSee every form and its response count at a glance, then read individual answers without leaving Formius.
- Verified responsesEvery submission is confirmed by a one-click email link, so the responses you keep are real.
- AI form generationDescribe the form you need in plain language and get a complete, structured form back in seconds.
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