Who Can Do What: Form Owner, Collaborator, Team, and Organization Roles
What the form owner, collaborators, team owners, team members, and organization plan members can and cannot do, including who can set up payments on a shared form.
Who Can Do What in Grasshopper Signup
Every form has one owner. Other people can work on it as collaborators, and paid plans can extend Premium or Boost features to a team or a whole organization. This guide explains each role and what it can do, so you can pick the right setup for your group.
Sections in This Guide:
- AT A GLANCE
- FORM OWNER
- COLLABORATOR (A FORM SHARED WITH YOU)
- WHY CAN'T I ADD PAYMENTS TO A SHARED FORM?
- TEAM OWNER AND TEAM MEMBERS
- ORGANIZATION PLAN MEMBERS
AT A GLANCE
| What you want to do | Form owner | Collaborator |
|---|---|---|
| Edit the form and its options | Yes | Yes |
| View, export, and delete responses | Yes | Yes |
| Message respondents | Yes | Yes |
| Change settings in Form Options | Yes | Yes |
| Duplicate the form | Yes | Yes |
| Change the form owner | Yes | Yes |
| Turn their own response notifications on or off | Yes | Yes (off by default) |
| Share the form with more people, or remove someone | Yes | No |
| Set up Stripe or Blackbaud payments | Yes | No |
| Set up Google Calendar or Google Sheets sync | Yes | No |
| Delete the form | Yes | No |
FORM OWNER
The owner is the email address the form was saved with. The form appears on that account's Dashboard, and the owner receives response notifications.
- The owner's plan applies to the form. If the owner has Premium or Boost, the form gets those features, no matter who else works on it.
- Payments go to the owner's account. Stripe and Blackbaud are connected per person, and payments on a form go to the account the owner connected.
- Sharing is owner-only. The owner adds collaborators with Collaborate on the form's card. See How to Share a Form with a Collaborator.
- Ownership can move. Use Change Owner on the form's Edit page, or the Form Owner row in Form Settings. By default the previous owner stays on as a collaborator (the Keep ... as a collaborator checkbox). See How to Change the Form Owner.
COLLABORATOR (A FORM SHARED WITH YOU)
When someone shares a form with you, it appears on your Dashboard with a Shared by ... badge showing who shared it. Sharing is free on every plan.
- Full edit access. The form's card gives you View Responses, Edit Form, Form Options, Duplicate, Notification Settings, and Hide from my dashboard.
- No Collaborate or Delete buttons. Only the owner can share the form further, remove people, or delete it.
- The owner's plan applies. A shared form has the owner's Premium or Boost features, not yours. Hiding a shared form only hides it from your own Dashboard.
- Want your own copy? Click Duplicate to make a new form that you own.
WHY CAN'T I ADD PAYMENTS TO A SHARED FORM?
Only the form owner can turn on payments, because the money goes to the owner's connected account. You can connect your own Stripe account successfully, but you still can't attach it to a form someone else owns. You have two options:
- Ask the owner to set up payments. The owner connects Stripe or Blackbaud and turns on payments in the Card Payments card under Form Options. Payments go to the owner's account.
- Have the owner transfer the form to you. The owner uses Change Owner and enters your email. Once it's yours, connect your account and click Save Payment Settings in the Card Payments card. Important: if the form already took payments, it keeps using the previous owner's account until you save your own payment settings.
Collecting payments requires a Premium plan. See Collecting Form Payments with Stripe.
TEAM OWNER AND TEAM MEMBERS
A Team plan shares the owner's paid features with the people they add. It does not automatically share forms.
- Team owner: adds and removes members with Manage Team on the Dashboard or in Account Settings. Seats include the owner.
- Team members: get the owner's Premium (and Boost, if the plan includes it) on their own forms, plus the team's saved logos, colors, and themes. Members see View Team and can't add or remove anyone.
- Sharing forms with the team: anyone on the team can share their own forms with the whole team, and forms shared with the team show a Team badge. To do it automatically, see How to Automatically Share New Forms with Your Team. Someone who joins later also gets the forms already shared with the team.
- Leaving: if a member is removed, their own forms go back to their own plan and team-shared forms disappear from their Dashboard. Forms shared with them individually stay.
See How to Invite Team Members.
ORGANIZATION PLAN MEMBERS
An organization (school) plan covers everyone who uses your organization's email domain, such as @yourschool.org.
- Automatic: anyone with an email on your domain gets Boost features on their own forms when they save a form. Nobody needs to be invited.
- Exact domain only: the plan covers the domain you registered. Addresses on a subdomain (for example @staff.yourschool.org) are only covered if that subdomain is added too, so let us know if you use one.
- Nothing is shared automatically: each person owns their own forms. To work on a form together, the owner shares it as described above.
- Tied to the purchase: the domain stays active while the plan is active. If the plan is cancelled, members go back to their own plan.
See What an Organization Plan Includes (and What It Does Not).