Using Teams

We are a small church using Jotform for event registrations. We would like to use the Team feature but we don't have domain specific email addresses. Is there a way to use Teams with a personal email address? Does Jotform offer a feature where we could set up a unique email address through Jotform? If not, what would you advise so we could use this feature, allowing individuals within our church to manage their own registration events?

Thank you for your help.

Margaret Watrous

Hi Margaret,

Thanks for reaching out to Jotform Support. Regarding your question about using the Teams feature without domain-specific email addresses, currently, Jotform Teams requires users to have email addresses under the same domain to join a team. Unfortunately, Jotform does not offer a feature to create unique email addresses through our platform.

For your church's situation, since you are using personal email addresses, one option is to create a shared domain email for your church through an email hosting provider. This way, your team members can use these domain-specific emails to join your Jotform Team and manage registration events collaboratively.

If setting up a domain email is not feasible, you might consider sharing form access by sharing the form link or using Jotform's collaboration features, such as assigning roles or sharing forms via email, though these won't provide the full Team experience. Sharing the Collaboration link with your teammates is really easy. Let me show you how:

1. On the top-right side of the Form Builder page, click on Add Collaborators.
2. In the window that pops up, click on Copy Link and then just share that link with your teammates.

Let us know if you need any more help.

Thanks for the quick response!

So does sharing the 'Collaboration link' mean the collaborators would have to sign in using the church's logon credentials? If that is the case how do we protect that that information?

mw

Sorry, one more question. What plan level is needed to use the collaboration feature?

Hi Margaret,

When you share the Collaboration link, collaborators do not need to sign in using the church's login credentials. Instead, they can access the form builder and make edits without needing to log in to your account, so your login information remains private and protected.

However, note that access through the Collaboration link is limited to editing the form’s design and structure. Collaborators won’t be able to view form submissions, manage integrations, or change notification settings. If you’d like individuals to help manage submissions as well, you can share access to the form’s Table.

You can easily share your Jotform Tables with others using the Share button. Let me show you how:

1. On the Jotform Tables page, click on the Share button on the top-right side of the page.

2. Click on Share Settings and set your Table’s privacy options.

3. Now, click on Go Back in the top-right corner of the panel and use the Generated Link or the Invite by Email feature to invite people.

You can easily revoke the invites you’ve sent to others. Let me walk you through it:

1. While in Tables, click on the Share button to open Share Table.

2. Now, click on the avatars/icons of the people you invited next to the Shared with section.

3. Select the users that you want to revoke the access to by checking the boxes on the left, and click on Revoke.

4. Then, click on the Yes, Delete button. That’s it, you’re done.

As for your other question, I've moved that to a new thread. You can check that out here.

Reach out again if you have any other questions.

So what plan level is needed for the collaboration and share table features?

Hi Margaret,

The Form Collaboration feature is available on all plans, including the Free plan. This allows you to invite others to edit a form in real time using a collaboration link, without needing to share your login credentials.

Sharing Tables is also available on all plans, but the advanced sharing options like assigning roles, setting privacy controls, and managing access more securely are more robust on paid plans. So, while you can begin collaborating and sharing tables even on the Free plan, upgrading would give your team more control and flexibility when managing access to form submissions.

Let us know if there’s anything else we can do for you.

Thank you so much for your help, your timely responses and your expertise in answering all my questions.

Jefferson, your customer service was excellent and the features Jotform provides are amazing!

Sincerely,
Margaret W.