What is an Organization (Teams)?

What is an Organization?

Many users used to share accounts, and the data contained within those accounts, with colleagues in their workplace. GDPR legislation makes such data sharing a tenuous activity, as personal data is only permitted to be shared if it is required for your job.

So, we’ve created a structure through which you can combine individual accounts under one Organization, controlled by an admin account. How many people you can add depends on your plan:

• Essentials: 1 user (no team support)
• Plus: 3 users
• Business: 5 users included, with additional seats available for $20/month each

You can see your current usage (e.g. “2 of 10 seats used”) in the “Your plan” panel on the Home dashboard.

Do I need a paid account?

The admin, who creates and maintains the Organization, is required to have a paid subscription — multiple users are only available on the Plus and Business plans. If you’re on a Monthly or Essentials plan you’ll need to remove any team members before you can switch down to one of those plans.

Benefits of an Organization

• All team members will benefit from the features of the admin account.
• Consolidate data ownership to the Organization account (ideal for when employees change jobs or leave).
• Consolidate billing.
• GDPR compliant.

Limitations

• Seat limits per plan as described above (contact us if you need a custom arrangement).
• Support is only offered to paid accounts. The admin is responsible for supporting any questions your team has.

GDPR Compliance

We’ve also provided you with the means of ensuring your data processing activities are compliant with the GDPR legislation, including the ability to:

• Sign a Data Processing Agreement (DPA)

Who can invite other members?

Only the Organization Admin can invite other team members, manage their roles, and remove them. They also have full control over the Organization’s billing and business details.

Who will own user data?

The Organization Admin manages the team’s access and should arrange a handover before a member leaves. Move private forms that the team needs to keep into a shared Workspace first. When the member is deleted, their Workspace forms and surviving reports are reassigned to the primary account owner; their remaining private forms are deleted. Follow Removing Users from an Organization before confirming the removal.

Who is responsible for billing?

Billing is managed centrally through the admin account, under Account details > Billing.

Can others in my Organization view my data?

It depends on where your project lives:

• Forms without a Workspace are shown under Personal (or My Forms in older layouts). Other team members need a shared Workspace or an existing individual collaborator invitation to access them.
• Forms placed inside a shared Workspace become visible to that workspace’s members. Some workspaces grant access to every team member automatically; others restrict access to specific people you choose.

See How to Collaborate on Projects for details on Workspaces.

How to Create an Organization

An Organization is created automatically the first time you invite someone to your team:

1. Click your profile icon in the top right and select Account details.
2. Under My organization, click Manage team members.
3. Click Invite user, then New invite.
4. Enter the new user’s name and email address and click Invite.

How to Add New Members

1. Click your profile icon in the top right and select Account details.
2. Under My organization, click Manage team members.
3. Click Invite user, then New invite.
4. Enter the user’s name and email address and click Invite.

They’ll receive an email invitation (valid for 24 hours) to join your Organization. Once accepted, they’ll be prompted to set a password for their account.