Managing Multiple Workspaces

Understand workspace limits and how to organize your FormRobin account effectively.

What Are Workspaces?

In FormRobin, a workspace represents your account environment. Each plan tier includes a specific number of workspaces to help you organize forms for different projects or clients.

Workspace Limits by Plan

• Free Plan - 1 workspace
• Individual Tier (LTD) - 3 workspaces
• Higher tiers - May include unlimited workspaces (check your plan)

💡 Note: Your current workspace limit is shown on your Plan page (Hamburger menu ➜ Plan).

Organizing Forms Within Your Workspace

Even with a single workspace, you can effectively organize forms using folders:

Using Folders

1. Go to Forms page
2. Click Create Folder
3. Name the folder (e.g., "Client A", "Events", "Surveys")
4. Drag forms into folders to organize
5. Click folder to view only those forms

Benefits of Folder Organization

• Group forms by project, client, or category
• Quickly find specific forms
• Maintain clean dashboard
• Manage access if using team features
• Separate testing forms from live forms

Account Management Best Practices

Free Plan (1 Workspace)

With one workspace, focus on folder organization:

• Create folders for different purposes
• Use clear naming conventions
• Archive old forms to dedicated folder
• Use form names that indicate purpose

Individual Tier (3 Workspaces)

With multiple workspaces, you can:

• Separate personal vs business forms
• Manage different client projects independently
• Test in one workspace, deploy in another
• Organize by team or department

Viewing Your Current Workspace

1. Click hamburger menu (☰) in top right
2. Select Plan
3. View workspace count under Features
4. Check current usage and limits

Switching Between Workspaces

If your plan includes multiple workspaces, you may see a workspace switcher in your account. Look for:

• Workspace selector in navigation menu
• Dropdown to choose active workspace
• Each workspace has independent forms and settings

Note: If you don't see workspace switching options, you may be on a single-workspace plan or the feature may not be fully available yet.

Upgrading for More Workspaces

To increase workspace capacity:

1. Go to hamburger menu ➜ Plan
2. View available upgrade options
3. Individual Tier (LTD) includes 3 workspaces
4. Higher tiers may offer unlimited workspaces
5. Click upgrade link to AppSumo for lifetime deals

What's Separate in Each Workspace?

Each workspace maintains independent:

• Forms - separate form libraries
• Folders - unique folder structure per workspace
• Responses - submissions stored per workspace
• Settings - individual configuration for each
• Integrations - workspace-specific connections

What's Shared Across Workspaces?

• Account login - same credentials for all workspaces
• Billing - single subscription covers all workspaces
• User profile - name, email, password
• Plan tier - applies to entire account

Current Limitations

• Cannot move forms between workspaces directly
• Cannot share forms across workspaces
• Each workspace counts toward total form limits
• Workspace features may still be in development

Organizing Without Multiple Workspaces

If limited to one workspace, use these strategies:

• Folder hierarchy - Create nested folder structure
• Naming conventions - Prefix form names with category (e.g., "Client A - Contact Form")
• Archive folder - Move inactive forms to "Archive" folder
• Tags in names - Use brackets or emojis for quick identification
• Separate accounts - Consider multiple FormRobin accounts for completely separate needs (different emails)

Teams vs Workspaces

Workspaces - separate environments within your account
Teams - collaboration feature to share access to forms within a workspace

Use teams when multiple people need to manage the same forms. Use workspaces to separate completely independent projects.

Troubleshooting Workspace Issues

Issue: Can't find workspace switcher
Fix: Check your plan on Plan page. You may only have 1 workspace, or feature may not be available yet.

Issue: Need more workspaces
Fix: Upgrade to Individual tier for 3 workspaces, or use folders to organize within single workspace.

Issue: Forms appearing in wrong workspace
Fix: Verify which workspace you're currently in. Use folders to organize if in same workspace.

FAQ

Q: How do I create a new workspace?
A: Workspace creation may be automatic based on your plan, or done through account settings. Check Plan page for current workspace count.

Q: Can I delete a workspace?
A: Workspace management features depend on your plan and implementation status. Contact support for assistance.

Q: Do workspaces cost extra?
A: No, workspace limits are included in your plan tier. Upgrade plan to increase workspace count.

Q: What happens to forms if I downgrade and lose workspaces?
A: Contact support before downgrading to understand data migration options.

Need help managing workspaces? Contact support for guidance on your specific plan!