Teams and projects
The problem in plain terms
Picture an organization running programs in five different states. Every field coordinator is invited as an Editor, because that is the role they need to build and run forms. Without Teams, that also means every one of them sees every other state's forms in their dashboard — Karnataka's coordinator scrolling past Nagaland's attendance form and Bihar's survey to find their own. Nothing is technically wrong, but it is noisy, and it makes it easy to edit the wrong form by mistake.
A Teamfixes this without creating a separate organization for each state. Create a “Karnataka Learning Program” team, add the people who work on it, and assign that state's forms and apps to the team. From then on, only that team sees them — everyone else's dashboard gets quieter, not the other way around.
Creating a team and adding members
- 1Go to Members → Teams and click New team. Give it a name and, optionally, a short description of what it works on. (Only organization Admins can create teams.)
- 2Open the team and choose Manage members. Pick someone from a dropdown of existing organization members, and give them a role — Editor or Viewer — on this team specifically.
- 3Repeat for everyone who should have access to this team's forms and apps.
Anita Rao
anita@example.org
Suresh Kumar
suresh@example.org
Who can see which teams
You only ever see the teams you belong to. The team dropdowns, filters and project lists on the Forms, Apps and Projects pages list your own teams and nothing else — you will not see another team's name, its members, or its projects.
| You are… | You see… |
|---|---|
| An organization Admin | Every team and every project, and all of their forms and apps. |
| On one or more teams | Only those teams, their projects, and their forms and apps — plus anything not assigned to a team. |
| On no team | Only forms and apps that are not assigned to any team. The Projects menu is hidden, since there is nothing to show. |
Handing a form or app to a team
Teams do nothing on their own until a form or app is actually assigned to one. The simplest way is to pick the team when you create the form or app (see Projects below). To move one that already exists, an Admin opens it, goes to its sharing tab (People & teams on a form, Access on an app), and picks a team from the Team and project card.
The moment you do, this form disappears from the dashboard of anyone who is not on that team — not deleted, not archived, simply no longer listed for people it does not concern. Members of the team see it exactly as before, at whatever Editor/Viewer role they hold on that team.
Right next to the Team card, on the same tab, sits a second card for sharing with one specific person — a separate, complementary tool:
See Sharing and permissions for when to reach for that one instead.
Projects: keeping a team's work tidy
A team that runs several pieces of work — say Punjab PMU running a training module, a school-visit programme and a survey — can file each under a Project. The layers read Organization › Team › Project › forms and apps.
Making a project
- 1Open Projects in the sidebar and click New project.
- 2Choose the team, give the project a name (for example “Training Module”) and, if you like, a one-line description.
- 3Click Create project. It appears in the list with a count of the forms and apps filed under it. The little form icon on each row jumps to that project's forms.
Putting a form or app in a project
You can choose the team and project at the moment something is created:
| Where you are creating | What to do |
|---|---|
| Forms → Create form | Pick the Team and Project under the questions, then create. |
| Apps → New app (the app builder) | Pick them on the setup screen before you save the new app. |
| Templates → Use template | A short window asks where the new form should live. You can preview the template first — see Starting from a template. |
| Ask the assistant | Say where it belongs (“create this in the Training Module project”). If your organization has teams and you do not say, it asks first. See Ask the assistant. |
Made it in the wrong place? Open the form or app: a line under its title shows Team › Project. Anyone who can edit it can change the project from that dropdown.
Finding things
On the Forms and Apps pages, the Team and Project filters narrow the list to one team or one project. The Forms table also has a Team / Project column so you can see where everything lives at a glance.
Who can do what with projects
| Who | Projects |
|---|---|
| Organization Admin | Create, rename and delete projects in any team. |
| Team Editor | Create and rename projects in their own team, and move forms and apps between projects of that team. |
| Team Viewer | See the projects of their team and the forms inside them. Cannot change anything. |
| Not on the team | Cannot see the team, its projects, or its forms. |
Deleting a project never deletes its forms or apps. They simply stay in the team, no longer filed under any project.
What a team does not do
| This stays true regardless of teams | Why |
|---|---|
| Org-wide Admins still manage every team from Members → Teams | Teams organize visibility of forms and apps day to day — they are not a second permissions system that Admins have to be separately let into. |
| Deleting a team never deletes its forms or apps | They simply become unassigned again — visible to the whole organization, exactly as if they had never been on a team. Its projects are removed along with it, but the forms and apps inside them are kept. Only the team and its projects are removed. |
| A form or app can belong to at most one team at a time | Assigning it to a new team replaces the old assignment (and clears its old project); it does not add a second one. |
| Exporting responses follows the same rule as viewing them | If you cannot see a team's form, you cannot export its responses either — even if someone gave you its link. |
When to reach for a team versus per-resource sharing
Use a team when a whole group of people needs ongoing access to a whole set of forms and apps — a state program, a functional unit, anything that will still exist in six months. Use Sharing and permissions instead when it is one person and one form — a one-off reviewer, an external consultant, someone who needs a single app for a single reason and nothing more.