Don't type personal details, such as a client's name.
Team Members
Add colleagues to your business workspace so they can work on the same forms, choose who is an Admin, and change roles or remove people later.
Everyone in a business workspace works on the same forms: anyone you add sees every form in it, not only the ones they created. Adding someone takes a moment and costs nothing. There is no per-seat charge and no limit on how many people you add.
Before you start
- Who can do it: adding, removing and changing roles is for Owners and Admins of a Business workspace.
- What they need: the person you add needs a DS160.io account of their own.
Add a team member
- Ask your colleague to create a free DS160.io account if they don’t have one yet. You can only add an email address that already has an account.
- Open Workspace Settings → Team & access and find Team Members.
- Click Add Member, enter their Email address and pick a Role: Member or Admin.
- Click Add Member.
They are a member straight away. No invitation is sent and there is nothing for them to accept, so let them know yourself.
Assign forms to team members
Every form is assigned to one member. A new form goes to whoever created it, and Owners and Admins can pick someone else in Assigned to on the New DS-160 form page. Everyone in the workspace still sees and edits every form: the assignment says who is handling it.
Owners and Admins reassign forms from the Forms list:
- One form: click the Assigned to button on its row, or at the top of the form’s page, and pick a member.
- Several forms: tick them, click Assign to…, pick a member and click Assign.
The member gets an email naming the forms, one email however many you assign at once, and from then on the client’s messages on those forms are emailed to them. Assigning a form to yourself sends nothing. To see only your own forms, open Assigned to above the list and choose Assigned to me.
See what your team and clients did
Activity in the sidebar shows what happened on the workspace’s forms, newest first and grouped by day: forms created, imported or archived, client links sent, a client agreeing to the privacy notice or confirming their answers, answers changed, messages, emails DS160.io sent, and e-filing runs. Each line opens the place it happened: the form, its Change History, its Communication page or the e-filing run.
What your clients did is on the left, what your team did on the right, and what DS160.io did by itself, such as an e-filing result or an email it sent, in the middle. An arrow marks what went from one side to the other: a client’s reply to your team, or a message or client link to the client.
- Show narrows the list to one kind of activity, such as Messages or E-filing.
- Assigned to shows only the forms assigned to one member. Me shows yours.
Everyone in the workspace sees the activity on every form, as they see the forms themselves. Only Owners and Admins also see people added to the workspace and API keys created or revoked. A change says how many answers changed, never the answers, and a message says who wrote, never the text: open the form to read them.
Change a role or remove someone
In Team Members, open the ⋮ menu on the person’s row:
- Make Admin or Make Member changes their role.
- Remove from workspace takes them out. They lose access to the workspace’s forms, and the forms stay where they are: anything they created or were assigned remains in the workspace for everyone else.
The Owner’s row has no menu. There is no way to leave a workspace yourself; ask an Owner or Admin to remove you.
Roles
| Role | What they can do |
|---|---|
| Member | Open, create and edit every form in the workspace, review submissions and message clients. |
| Admin | Everything a Member can, plus add and remove people and change their roles, send client intake links, reassign and archive forms, manage API keys, and change the workspace’s settings (branding, client intake, e-filing, communication, billing). |
| Owner | Everything an Admin can, plus the card on file and the custom domain. The Owner is whoever created the workspace; there is one, and the role can’t be given to someone else or removed. |
Owners and Admins also get the emails meant for the agency, such as Ready for review when a client finishes their form.
What a new member sees
The next time they sign in, the workspace appears in the workspace switcher at the top of the sidebar, next to the personal workspace every account has. Picking it opens its Forms screen.
Members don’t see Workspace Settings: it is only in the sidebar for Owners and Admins.
Expected result
The person is listed under Team Members with the role you picked, and every form in the workspace is open to them. A form you assigned to them shows their name in Assigned to.
Troubleshooting
| Problem | What to do |
|---|---|
| “User with this email does not exist. They need to create an account first.” | They haven’t signed up yet, signed up with a different address, or haven’t entered their activation code. Once their account is confirmed, add them again. |
| “User is already a member of this workspace.” | They are already listed under Team Members. To change what they can do, use Make Admin or Make Member in the ⋮ menu on their row. |
| A new member is told they don’t have access | If they were already signed in when you added them, and the workspace’s forms say they don’t have access, they should sign out and sign back in. |
| A member can’t find Workspace Settings | Members don’t see Workspace Settings: it is only in the sidebar for Owners and Admins. An Owner or Admin can make them an Admin. |
| The Owner’s row has no menu | The Owner role can’t be given to someone else or removed. |