# Formstep Docs — Workspaces & Teams

# Workspaces overview

What a workspace holds, how the owner’s plan covers every member, and when to keep work in more than one workspace.

## What a workspace holds

Every form belongs to one workspace, with its requests and submissions. The workspace also holds your folders, Trash, domains and the integration accounts the owner connected. Each member manages their own API keys under **OAuth and API Keys**.

Only the owner opens **Workspace Settings**, from the workspace name at the top of the sidebar. There the owner renames the workspace, sets its timezone and the language of its notification emails, invites and removes members, and can delete the workspace with everything in it.

## The owner’s plan covers everyone

A workspace gets the features of its owner’s plan, so members need no plan of their own and there are no per-seat fees. In a Pro workspace every member gets Pro features, and a Pro member in someone’s Free workspace gets Free features there. Uploads and answers count toward the owner’s storage and [monthly allowance](https://formstep.io/docs/subscription-billing/limits-quotas/). AI credits stay personal, unless a Business owner [shares theirs](https://formstep.io/docs/ai/ai-credits-usage/#shared-workspace-credits).

## More than one workspace

Workspaces are unlimited on every plan. Keep one per client, team or brand when their forms, members and domains should stay apart. To add one, open the workspace switcher at the top of the sidebar and choose **Create workspace**; the same menu switches between them. Every workspace you own shares your storage and monthly allowance, so a new one does not raise your limits.

## Pages in this section

- [Inviting members](https://formstep.io/docs/workspaces-teams/inviting-members/) — Add teammates to a workspace with an invite link, choose how long it works and how many people can use it, and see what the owner and members can do.

- [Folders](https://formstep.io/docs/workspaces-teams/folders/) — Organize the forms in a workspace with folders.

- [Trash & restore](https://formstep.io/docs/workspaces-teams/trash/) — Deleted forms move to Trash, where you can restore them or remove them for good.

# Inviting members

Add teammates to a workspace with an invite link, choose how long it works and how many people can use it, and see what the owner and members can do.

## Create an invite link

1. **Open Workspace Settings**

   Click your workspace name at the top of the sidebar, then choose Workspace Settings.

2. **Click Invite**

   Under Members, click Invite. Formstep creates a link if there is none.

3. **Limit the link if you like**

   Turn on Set expiration date or Limit uses. A limit of 1 makes a link for one person.

4. **Copy and share it**

   Send it by email, chat or anywhere else.

The person who opens the link sees the workspace name, signs in or creates a free account, and joins. A workspace has one invite link at a time: **Replace this link** makes a new one and stops the old one, and **Delete this link** stops it. People who already joined stay.

## What the owner and members can do

A workspace has one owner and any number of members. Members create, edit, publish and delete forms, send and manage requests, read and export submissions, add integrations to forms with the accounts the owner connected, and organize folders and themes. There is no read-only role.

Only the owner can open Workspace Settings, Domains and the workspace’s integration accounts, manage the invite link and members, share AI credits, see billing, and delete the workspace. The owner cannot leave, and cannot hand the workspace over in the app; for that, email [support](https://formstep.io/docs/getting-started/support/).

Each member’s API keys are their own, under **OAuth and API Keys**, and stop working when the member leaves or is removed. For what a member’s plan and AI credits come to, see [the owner’s plan covers everyone](https://formstep.io/docs/workspaces-teams/overview/#plans).

## Removing a member

In **Workspace Settings**, under **Members**, choose **Remove member** on their row. They lose access at once. The forms they made stay in the workspace.

## Leaving a workspace

A member can leave from the workspace switcher with **Leave workspace**. To come back, they need a new invite.

## Next steps

[Folders](https://formstep.io/docs/workspaces-teams/folders/) — Organize the forms in a workspace

[Workspaces overview](https://formstep.io/docs/workspaces-teams/overview/) — What a workspace holds and whose plan applies

# Folders

Organize the forms in a workspace with folders. Create, nest, rename and delete them, move forms between them, and find any form by name.

## How folders work

A form is in one folder, or in none. Folders can hold other folders.

## Creating a folder

On the Forms page, click **+ Folder** and name it. A folder or form you create while inside a folder goes into that folder.

## Finding a form

The search box on the Forms page finds forms and folders by name in the folder you have open. To search the whole workspace, use **Search** in the sidebar.

## Moving forms and folders

1. **Choose what to move**

   For one form or folder, open its **⋯** menu and click **Move to folder**. For several, check their boxes and click **Move** in the toolbar.

2. **Pick a destination**

   Click a folder in the tree, or type its name in the search box. **Home** takes them out of every folder, and **New folder** creates one inside the folder you picked.

3. **Click Move**

   The button names the folder you picked.

![The Move dialog for one form: a folder search, Home marked Current, Sales & Events opened with Webinars picked, and the Move to Webinars button](https://formstep.io/docs/images/workspaces-teams/move-dialog.png)

Open a folder with its arrow and pick where the form goes. The button names the folder.

## Renaming a folder

Open the folder’s **⋯** menu and click **Rename**.

## Deleting a folder

Open the folder’s **⋯** menu and click **Delete**. This deletes the folder and the folders inside it. Their forms move to [Trash](https://formstep.io/docs/workspaces-teams/trash/), where you can restore them for 30 days.

## Folders and AI

AI chat and your own AI tool can create, rename and move folders, and move forms. AI chat asks before it deletes a folder. See [Using AI chat](https://formstep.io/docs/ai/using-ai/#manage).

## Next steps

[Trash & restore](https://formstep.io/docs/workspaces-teams/trash/) — Get a deleted form back

[Workspaces overview](https://formstep.io/docs/workspaces-teams/overview/) — What a workspace holds

# Trash & restore

Deleted forms move to Trash, where you can restore them or remove them for good. Forms stay there for 30 days, and share links stay revoked after a restore.

## What happens when you delete a form

The form moves to **Trash** with its submissions and analytics. Formstep also:

- revokes its share links, so links and embeds stop working;
- cancels its pending requests, and tells the workflow that sent them. Restoring the form does not bring them back.

A form in Trash cannot be edited or published.

> **Deleted folders**
>
> Deleting a [folder](https://formstep.io/docs/workspaces-teams/folders/#delete) moves its forms here.

## Opening Trash

Click **Trash** in the sidebar. Each deleted form shows the folder it was in, if any, when it was deleted and by whom, and how many days it has left.

![The Trash page with three deleted forms, each with the folder it was in, when it was deleted, the days it has left, who deleted it, and Restore](https://formstep.io/docs/images/workspaces-teams/trash.png)

Each form in Trash, with the folder it came from and the days it has left.

## Restoring a form

Click **Restore** on the form, or check several forms and click **Restore** in the toolbar. The dialog picks the folder the form was in; pick another folder or **Home** if you like, then click **Restore to …**. The form comes back with its submissions. Its share links stay revoked: open **Public link** and click **Re-activate** on each link you want back.

![The Restore dialog for one form, with Webinars, the folder it was in, already picked and the Restore to Webinars button](https://formstep.io/docs/images/workspaces-teams/restore-dialog.png)

Restore starts from the folder the form was in.

## Deleting permanently

**Delete forever**, on the form’s row or in the toolbar for the forms you checked, removes the form with its submissions, analytics, and files. **Empty trash** does this for every form in Trash. Forms in Trash count toward your storage until they are gone.

> **Permanent deletion is irreversible**
>
> Export anything you want to keep first.

## Automatic cleanup

Forms are deleted for good after 30 days in Trash. On Free, a form that has been idle for a year also moves here on its own, after a warning email; see [idle forms](https://formstep.io/docs/subscription-billing/limits-quotas/#inactive-forms).

## Next steps

[Publish history](https://formstep.io/docs/building-forms/version-history/) — Browse and restore past versions of a form

[Folders](https://formstep.io/docs/workspaces-teams/folders/) — Organize the forms in a workspace

[Exporting submissions](https://formstep.io/docs/submissions-analytics/exports/) — Download submissions before deleting

[Submission retention](https://formstep.io/docs/submissions-analytics/submission-retention/) — How long Formstep keeps response data