Collaborate on or transfer a form

Invite a collaborator

1. Open the owner Dashboard and choose Selling if another dashboard view is selected.
2. In My Forms, find the owned form. Choose its three-dot More actions button (More in list view), then Collaborators…. Do not open Edit form; collaborator access is managed from the form card's menu.
3. Enter the email address of an existing EZFormz account.
4. Choose the narrowest role that fits the work: View only for reading plus internal form discussion, Fulfill orders for order handling, Manage inventory for products, Edit form for form content, Manager for broad day-to-day work, or Custom for specific permissions. Use Co-owner only when the person must control sensitive form settings.
5. Optionally set Access expires and add a note, then choose Send Invite.

Return to More actions → Collaborators… to see accepted collaborators and pending invitations. The current dashboard can revoke an accepted collaborator, but it does not edit that collaborator's role or expiration. To change either one, choose Revoke, then send a new invitation with the intended access. To replace a still-pending invitation for the same email, send another invitation; the newer invitation cancels the earlier one.

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.

To accept, the recipient signs into the invited account, opens Dashboard, and chooses Selling. In the collaboration invitation banner, review the form, sender, and role, then choose Accept; Decline refuses the invitation. Buying does not show this banner. An in-app notification is also subject to the recipient's 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.

To use internal discussion, your role needs discussion access plus permission to open one of the pages that hosts its button. With View orders permission, open My Forms → View orders, then choose the floating Discussion button. With a Builder editing permission, Edit form also provides Discussion in the Builder toolbar. In Form Discussion, enter the note and choose Send. A Custom role with only form view and discussion access has neither of these entry points; ask the owner to add View orders or an appropriate Builder editing permission.

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.
• Fulfill orders: view and manage orders, message customers, export orders, and use discussion.
• Manage inventory: edit products, view orders and analytics, and use discussion.
• Edit form: edit design, fields, products, shipping, and coupons; view orders and analytics; and use discussion.
• Manager: the Edit form 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.

Permissions also apply to settings nested inside a Builder block. Shipping owns the Products block's shipping label, required-shipping switch, and per-option shipping behavior. Products owns its other checkout and sale settings. Payment settings owns payment methods, destinations, limits, crypto details, collect-later behavior, and payment-method fees inside Payment Instructions. Adding or removing a Products block needs both Fields and Products access; adding or removing Payment Instructions needs both Fields and Payment settings access. Changing the layout or ordinary wording of a block still uses Fields. If one Save contains both an allowed change and a setting outside the collaborator's role, EZFormz rejects the whole Save and explains the blocked area in ordinary language; it does not save only part of the form.

If a permitted collaborator edits a form, product, or order, or posts a 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. Ownership changes only when the recipient accepts. The current dashboard does not provide the sender with a cancel button for a pending transfer. Sending a replacement transfer for the same form cancels its earlier pending transfer, so confirm the recipient email before sending.

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.

To send the transfer after completing the safety prerequisites below:

1. Open the owner Dashboard and choose Selling if needed.
2. In My Forms, find the owned form. Choose its three-dot More actions button (More in list view), then Transfer….
3. Enter the existing EZFormz account's email address, add an optional note, and choose Send Invitation.

The recipient signs into that account, opens Dashboard, and chooses Selling. In the transfer invitation banner, review the sender and form, choose Accept, and confirm the ownership-transfer prompt. Decline keeps the current ownership unchanged.

If Transfer… is missing, confirm that you own the form and that it has no orders. A shared form or any form with an order does not show that menu action.

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. In Inventory, disconnect every shared-stock variant, including hidden variants or broken connections. Review the resulting own counts before transferring.
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, 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.

Before transfer, disconnect every shared-stock variant in Inventory, including hidden variants or broken connections. Own stock remains with the form. The former owner’s Stock Watch selection for the transferred products is removed. Product-edit collaborators can manage own stock but shared counts and connections belong to the owner.