Collaborate on or transfer a form

Invite a collaborator

Open the form from Dashboard, choose its collaboration controls, and invite an existing EZFormz account by email. Choose the narrowest role that fits the work: View only for reading plus internal form discussion, Fulfillment for order handling, Inventory for products, Editor for form content, Manager for broad day-to-day work, or a Custom role for specific permissions. Use Co-owner only when the person must control sensitive form settings. You can add an access expiration, change the role later, or revoke access.

The invitation expires after seven days. Access begins only after the recipient accepts it. After acceptance, every action allowed by that role takes effect directly; there is no owner approval queue for collaborator edits or order actions. Review permissions before inviting someone and again when their work ends.

The recipient sees a dashboard invitation and an in-app notification, subject to their notification settings. The owner receives an in-app notification when the invitation is accepted. A shared form appears on the collaborator's dashboard with a Shared badge, the owner's email, and the role. Buyers do not see collaborator roles, the internal discussion, or its messages on the public form.

The form discussion is for internal coordination. Messages are stored by EZFormz and are not end-to-end encrypted. Never post passwords, login codes, recovery codes, API keys, payment credentials, private keys, or other secrets there.

Understand owner-only boundaries

Some controls remain owner-only even when a collaborator has broad access. These include managing collaborators, duplicating or transferring the form, and connecting or manually syncing Google Sheets. A collaborator sees only the order, analytics, P&L, publishing, settings, and editing actions included in the assigned permissions.

The built-in roles currently mean:

• View only: view the form, orders, and analytics, and use internal discussion.
• Fulfillment: view and manage orders, message customers, export orders, and use discussion.
• Inventory: edit products, view orders and analytics, and use discussion.
• Editor: edit design, fields, products, shipping, and coupons; view orders and analytics; and use discussion.
• Manager: the Editor areas plus order management, customer messages, order export, and analytics. It does not publish or close the form, change form or payment settings, or manage P&L.
• Co-owner: Manager access plus publish/close, form settings, payment settings, and order-notification email permission. P&L is still not included automatically.
• Custom: starts with form view and discussion, then adds only the permissions the owner selects, including P&L or order-notification access when needed.

Deleting the form, duplicating it, transferring it, connecting or syncing Google Sheets, and managing collaborators always remain owner-only. URL slug, password, and payment-instruction changes require the relevant sensitive setting permission and are not included in ordinary Manager access.

If a permitted collaborator edits a form, product, order, or discussion message, that change is part of the live account workflow. Use View only when the person should review the form and orders without changing them; that role can still post to the internal form discussion.

Expiration and revocation remove future collaborator access. They do not undo edits, exports, messages, or copies the collaborator already made. A collaborator message notifies the owner; other collaborators are not automatically copied on every discussion post.

Transfer a form

A transfer changes the form owner; it is not the same as collaboration. The recipient must already have an EZFormz account, and the transfer invitation expires after seven days. The sender can cancel while it is pending, and ownership changes only when the recipient accepts.

A form can be transferred only while it has no orders. EZFormz checks this when the transfer starts and again when it is accepted. Existing orders never transfer through this workflow. Archiving an order does not remove it and does not make the form eligible, even though the current API error incorrectly mentions archiving; every seller order record must be deleted before transfer.

Before sending the invitation, finish these safety prerequisites:

1. Disconnect Airtable export for the form and confirm that the destination no longer receives form changes.
2. If the form uses shared inventory, unlink it from the inventory set and establish reviewed local stock values.
3. Disable Sales Tax sync for the form. The recipient must review the destination account before intentionally enabling it again.
4. Revoke every buyer invite-only invitation so its active sessions are invalidated. Recreate only the intended buyer access after transfer.
5. Remove collaborators who should not continue with the new owner. Do not transfer while a collaborator invitation is pending: the current interface has no cancel action for a pending invite, so wait for its seven-day expiration and confirm it can no longer be accepted.
6. Export any P&L records the sender needs to retain, disable P&L for the form, and review product and variant unit costs. Clear costs that must not be disclosed to the recipient. Form-scoped adjustments do not become the recipient's financial records, so the recipient must establish a new reviewed P&L setup after transfer.
7. Confirm that the form has no orders and that the recipient email is the intended existing account.

These steps are required because the current transfer transaction does not clear Airtable export state, shared-inventory links, pending collaborator invitations, buyer invitations or sessions, the form's Sales Tax switch, or all form-linked P&L state. Do not represent transfer as complete account isolation unless those connections and records were reviewed first.

The accepted transfer retains the form definition and published configuration, including products, options, shipping options, coupons, theme, thank-you settings, access mode, current password protection, the P&L-enabled flag, and saved product or variant unit costs. Existing collaborators, pending collaborator invitations, buyer invite-only records, and form discussion also remain attached unless handled before transfer. The new owner must review and revoke access that is no longer appropriate.

The transfer resets the view count, clears the Google Sheets connection, and removes every user's unpublished builder drafts, leases, and recovery state for that form. Account-level shipping integrations such as EasyPost remain with the original account. The new owner should reconnect integrations, keep Sales Tax and P&L disabled until their destinations and records are reviewed, review access and publishing settings, and test the form before sharing it.

After acceptance, the original owner loses owner access unless the new owner separately grants collaboration access. The recipient and sender can receive transfer notifications according to their channel preferences; transfer invitation and decision emails are sent only when the matching email preference is enabled. The former owner should not assume that an email or an old dashboard tab proves continued access.