Inviting Members

Collaboration sits at the heart of effective form management. Whether you are running a small startup or coordinating across departments in a large organization, BttrForm makes it straightforward to bring your team on board. This guide walks you through every step of inviting members, managing pending invitations, and revoking access when needed.

How to Invite Team Members

You can invite team members directly from your workspace settings. Each invitation is tied to a specific workspace and role, so you have fine-grained control over what every team member can do.

Step 1: Open Team Settings

Navigate to Settings > Team from the left sidebar in your BttrForm dashboard. You will see a list of current team members along with their roles and invitation status.

Step 2: Click "Invite Member"

Click the Invite Member button in the top-right corner. This opens the invitation dialog where you can configure the details.

Step 3: Enter Email and Select Role

Enter the email address of the person you want to invite. Then select the role you want to assign:

• Admin -- Full management access, including billing and team settings
• Editor -- Can create, edit, and publish forms; can view responses
• Viewer -- Read-only access to forms and responses

Email:  jane@company.com
Role:   Editor

Step 4: Send the Invitation

Click Send Invitation. BttrForm sends a branded email to the invitee with a secure link. The link is valid for 7 days.

The Invitation Flow

When an invitation is sent, here is what happens on the invitee's end:

1. Email received -- The invitee gets an email from BttrForm with the workspace name and the role they have been assigned.
2. Click the link -- The secure invitation link directs them to the BttrForm sign-up or login page.
3. Account creation or login -- If the invitee already has a BttrForm account, they simply log in. If not, they create a new account.
4. Workspace access granted -- Once authenticated, the invitee is automatically added to the workspace with the assigned role.

Managing Pending Invitations

Invitations that have not yet been accepted appear under the Pending Invitations section in your team settings. From here you can:

• View status -- See when the invitation was sent and whether the link has expired.
• Resend invitation -- Click the resend icon to send a fresh invitation email with a new 7-day link.
• Cancel invitation -- Click the trash icon to revoke the invitation before it is accepted.

Invitation Expiry

Invitation links expire after 7 days for security reasons. If an invitation expires, the invitee will see an error page when they click the link. You can resend the invitation at any time from the pending invitations panel.

Status:     Pending
Sent:       Feb 1, 2026
Expires:    Feb 8, 2026
Actions:    [Resend]  [Cancel]

Revoking Access

If a team member leaves your organization or no longer needs access to a workspace, you can remove them instantly.

Removing a Team Member

1. Go to Settings > Team.
2. Find the team member in the list.
3. Click the three-dot menu next to their name.
4. Select Remove from workspace.
5. Confirm the removal in the dialog.

What Happens to Their Work

When you remove a team member:

• Forms they created remain in the workspace and are reassigned to the workspace owner.
• Active form links continue to work for respondents -- removing an editor does not affect published forms.
• Response data is never deleted when a team member is removed.

Bulk Invitations via API

For organizations that need to onboard large teams, BttrForm provides an API endpoint for sending invitations programmatically.

curl -X POST https://api.bttrlabs.com/v1/workspaces/{workspace_id}/invitations \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "invitations": [
      { "email": "alice@company.com", "role": "editor" },
      { "email": "bob@company.com", "role": "viewer" },
      { "email": "carol@company.com", "role": "admin" }
    ]
  }'

The API returns the status of each invitation, including any that failed due to invalid email addresses or duplicate invitations.

Invitation Limits

Invitation limits depend on your subscription plan:

If you reach your plan's team member limit, you will need to upgrade before sending additional invitations. Visit Settings > Billing to manage your subscription.

Troubleshooting

Invitee did not receive the email? Check their spam or junk folder. If the email is not there, verify the address is correct and resend the invitation.

Invitation link shows "expired"? Links are valid for 7 days. Go to pending invitations and click Resend to generate a fresh link.

Invitee sees "already a member" error? The email address is already associated with a member of this workspace. Check your team list to confirm.