Smart Forms Collaboration and Ownership Transfer Goes Live

Smart Forms collaboration is now live as part of the July 24, 2026 update.

This release introduces a full role-based sharing system, allowing form owners to invite other registered users, assign permissions, manage team access, and transfer ownership securely when needed.

Role-Based Form Access

Smart Forms now uses a 3-tier collaboration model.

Viewers can access the form structure and responses in read-only mode.

Editors can edit the form, update settings, and manage responses, including deleting responses when permitted. Editors cannot delete the form itself or manage ownership-level controls.

Owners retain full administrative control, including deleting the form, managing collaborators, and initiating ownership transfers.

This replaces the older creator-only access model with a more flexible system built for real teams.

Collaborators Panel

A new Collaborators panel has been added inside Form Settings.

Owners can invite other registered SmartKit users by email and assign the right permission level for each person. This makes it easier to work with teammates, clients, teachers, admins, or department staff on the same form.

Secure Ownership Transfer

Form ownership can now be transferred securely.

An Owner can start a transfer to any existing Editor. The target Editor receives an email with a unique acceptance link.

Once accepted, the Editor becomes the new Owner, and the original Owner is automatically changed to an Editor. Pending transfers can also be canceled by the Owner before they are accepted.

This gives teams a clean way to hand over long-term responsibility without copying forms or losing access history.

Unified My Forms Dashboard

The My Forms dashboard now shows both owned forms and shared forms in one place.

Shared forms are clearly marked with colored badges such as Shared: Editor or Shared: Viewer, so users can immediately understand their access level before opening a form.

Smarter Form Duplication

Form cloning now understands collaboration.

When duplicating a form, users are prompted with a Keep collaborators option. If selected, the existing collaborator team can be carried over to the duplicated form.

This is especially useful for teams that reuse templates across classes, departments, campaigns, or repeated workflows.

Permission-Aware Interface

Smart Forms now hides actions that a user does not have permission to use.

For example, users without delete permission will not see the Delete Form button. Response-level actions such as Delete Response are also hidden when the current role does not allow them.

This keeps the interface cleaner and reduces the chance of accidental or unauthorized actions.

Better Collaborator Avatars

Collaborator lists now look cleaner even when users do not have profile pictures.

If a collaborator has no profile image, Smart Forms displays a colored circle with their initial, keeping the team view polished and easy to scan.

Collaboration Data Storage

New database tables have been added to support the collaboration system.

Form team memberships are stored securely, and temporary ownership transfer tokens are handled separately for safer transfer flows.

This update turns Smart Forms into a much stronger team tool, giving creators the flexibility to share work, manage permissions, and transfer responsibility without losing control.