Introduction
Not everyone in your workspace needs the same level of access — and that’s perfectly okay! Formtify lets you assign different roles to control who can do what. Whether you’re managing billing, editing templates, or just filling out a document, each role has its place.
In this guide, we’ll walk you through the different roles, what they can do, and how to assign or change roles in your workspace.
What are the different roles?
There are three types of user roles in a Formtify workspace:
Owner
This is the person who has full control over the workspace — like the captain of the ship.
The Owner can:
- Manage billing & subscription
- Cancel or upgrade plans
- Invite or remove users
- Transfer ownership
- Access every setting
Each workspace has only one Owner at a time.
Admin
Admins are like co-captains. They can help manage the workspace but can’t handle billing.
Admins can:
- Invite and remove members
- Assign roles (except for Owner)
- Manage templates and documents
- View workspace settings (but not billing)
They’re perfect for team leads or project managers.
Member
This is the standard role for most users.
Members can:
- Fill templates and create documents
- View shared workspace content
- Edit their own documents (if permissions allow)
They can’t manage users or access workspace settings.
Permissions by role
To make things easier, here’s a quick overview:
Owner: Full access, including billing
Admin: Full team/content access, no billing
Member: Can use templates and docs, no admin tools
If you try to access something beyond your role, Formtify will hide the option or show a friendly warning.
How to assign or change roles
Changing someone’s role is super simple — if you have the right permissions.
- Go to Workspace Settings
- Click on Manage Users
- Find the person whose role you want to change
- In the Role column, click the dropdown
- Select the new role you want to assign
Only the Owner can promote someone to Admin or assign a new Owner.
Changes take effect immediately — the user won’t need to log out or refresh.
Role limitations
- Only the Owner can manage the billing or cancel a subscription.
- You can’t remove yourself if you’re the only Owner — you’ll need to transfer ownership first.
- Admins can’t see billing info or manage Stripe settings.
- Members can’t see the Manage Users section at all.
Special case: Transferring ownership
When the Owner is leaving or just wants to hand things off, they can transfer ownership to another user.
Here’s how:
- Go to Manage Users
- Find the person you want to promote
- Click Transfer Ownership
The new Owner will get a confirmation email and must accept it. Until then, nothing changes.
After a successful transfer, you’ll automatically become an Admin.