Setting Up Your Team

You can add team members to your projects in Formta, decide what they can do and what they can see, all from the Team management page. For team pricing, see Team Billing.

Who Can Have a Team

You need a Studio or Pro plan to have a team. The Personal plan is for one person.

• Studio: Your subscription covers you and 4 more people, and you can buy additional users. A Studio team can have up to 25 people in total, counting everyone on it
• Pro: You pay for each person on your team, yourself included, except people who have their own Pro plan. There's no limit to how many people a Pro team can have

Someone who pays for their own Pro plan can join any team without your team paying for them. On a Studio team, they still count towards the 25. You can also offer to pay for a freelancer's plan while they work with you (see Adding and Paying for a Freelancer).

For prices, see Team Billing.

The Team Management Page

Go to Account → Team management. If you're an admin of more than one team, select a team in the header. The dropdown list there shows the teams you're an admin of, and the page shows the one you've selected.

In the team management page you'll find:

• Search: Find someone on your team by name or email
• Your team members: Each person's role, along with the projects, inventories and calendars they can access, and whether your team pays for them or if they're self-paid. People you've invited to join your team, but who haven't answered yet are muted on the same list, with Pending under Payment status. Hover over Pending to see when you sent the invitation and whether your team has offered to pay for their plan. You can resend or revoke the invitation from their row
• The + button: Below the list, for adding a new team member
• Delete Team: This is only visible for the admin who pays for the team
• Team Mood Tracker Overview: This can show how your team has been feeling about their work, when its settings are enabled (see Team Mood Tracker)

Roles

Each person on the team is one of these:

• An Admin: Can add and remove people, change their roles and what they can access, see who the team pays for, and take over the team's payment if the admin who pays for the team stops paying. They can also access all the team's projects, inventories and calendars
• A Team member: Can work on the specific projects, inventories and calendars they've been given access to. They can also create new ones, and add existing team members to their projects. Only admins can invite new team members, or remove people
• A Freelancer: Can do the same as a Team member, for the period you selected when you added them (see Adding And Paying For A Freelancer). A freelancer can't be an admin

The admin who pays for the team shows as Project owner in the Role column.

To change someone's role, click on the button in their Role column and select the other one. You can't change your own role, the role of the admin who pays for the team, or a freelancer's role.

Being an admin is for the selected team only. Someone can be an admin in one team and a team member in another.

Team members can't be given view-only access. If someone only needs to see a page, without being able to edit it, send it to them as a client instead. See Client Revisions.

Changing What Someone Can Access

The Projects, Inventory and Calendars columns show what each person can access. Click a column on their row to add or remove a project, inventory or calendar.

Adding someone to a project sends them an invitation. The project shows muted on their row until they accept it. To take the invitation back, select the muted project in the list again. If you remove someone's access, they'll lose it as soon as you remove it.

You can't change a person's settings if they haven't yet responded to their invitation. Once they accept and join your team, you can change them.

Adding Someone To A Project

You can also add people to a project from the project itself, when you create it or later. Anyone on a Studio or Pro team can add the team's members to a project, and only admins can invite someone new to the team.

When you create a project, select the team in the New Project window and add the people you want under Team member. See Creating Your First Project.

To add people to a project you've already created:

1. Open the project
2. Hover Share in the header
3. On a personal project, select Share with team. On a team project, select Add new team member
4. On a personal project, select the team it'll belong to. If you're an admin, you can also enter a New team name to create a new team
5. Click the team members you want on the project to select them
6. If you're an admin, you can also click + to add a new row, and enter an email to invite a new person to your team. Then select their Access, Inventory access and Calendar access
7. Click Invite

They get an invitation to the project, the same way as in Adding A Team Member.

Adding a Team Member

If you want to add a new team member:

1. Click the + button below the list of team members. In the Edit Team window that opens, click + below the list to add a row
2. Under Team member, select someone you already work with in another team, or enter the email of the person you want to invite
3. Under Access, select Admin, Team or Freelancer. For a freelancer, also select For how long they'll be on your team (see Adding And Paying For A Freelancer)
4. Under Project access, select at least one project. You can also give them Inventory access and Calendar access
5. Click Invite

Everyone you add gets an invitation, and nobody gets added to your team until they accept it. They get an email, and if they already use Formta, the invitation is sent as a notification too, where they can accept or decline it directly from Formta. They have 7 days from when you send the invitation to accept it. If they decline, or the 7 days run out before they answer, the invitation is removed from your list and the person who sent it gets a notification. You can invite them again at any time.

When you add a freelancer who pays for their own Studio or Pro plan and shares it with team admins, you can offer to pay for their plan while they work with you, or add their whole studio to your team. See Adding and Paying for a Freelancer.

Team Members on a Pro Trial

Someone on a Pro trial who shares their plan with team admins can join your team without your team paying for them, like someone who pays for their own Pro plan. If they don't share their plan, they use one of the users your team pays for. Their Payment status shows Pro trial, and hovering it shows when the trial ends.

7 days before the trial ends, they and your team's admins get a notification. On the day it ends, a team member leaves your team, unless they've moved to Pro or your team pays for them. A freelancer stays for the period you selected when you added them, whenever their trial ends. Any team projects someone who leaves created for your team go to the admin who pays for the team.

To keep them in your team, click the Pay for their account icon on their row. It uses one of the users your team pays for, so if they're all being used, add another user to your plan first. See Adding More Users.

Removing a Team Member

The admin who pays for the team can't be removed, so there's no bin icon on their row.

To remove a team member:

1. Click the bin icon on their row. For security reasons, you may be asked to sign in again first
2. If they have unfinished tasks in your team projects, select what happens to them: Leave them unassigned, Give them all to one person or Decide per task
3. If removing them frees an extra user your team pays for, select Keep paying for it to keep that place for someone new, or stop paying for it from your next payment. See Removing a Team Member in Team Billing
4. Click Remove

They lose access to all your team's projects, inventories and calendars as soon as they're removed. Everything they've created in your team, like projects, elements, inventory items and calendars, goes to the admin who pays for the team, so nothing is lost. Their own Formta account stays, but to keep working in Formta they'll need to pay for their own plan or join another team. They get a notification that they've been removed from your team, and so do the team's other admins.

Deleting a Team

Only the admin who pays for the team can delete it:

1. Click Delete Team at the bottom of the page
2. For each project, select Delete with team, or move it to another team you're an admin of
3. Type the team's name to confirm, and click Delete Team

The team's posts and groups, inventories, calendars and memberships are deleted for everyone in it. This can't be undone.

Tips

• Add a second admin: If the admin who pays leaves or stops paying, a second admin can take over the payment and your team won't be closed
• Keep admin roles to the people who actually need it: Admins can change who's on the team and their access permissions, and change your plan. So make sure to only give this role to people who should have this kind of access in your team
• Give access per project: Team members can only see the projects, inventories and calendars you give them access to, so make sure to add them to what they're working on and the assets they need to do their job