Team-ready inbox
Share Qubeforms Pro inboxes with Viewer and Triage roles. Assign submissions, add private team notes, manage permissions, and review access after account changes.
1. Share a form inbox
Pro and Business owners can share a form with existing active Qubeforms customers. Open Settings → Team inbox, enter the person’s Customer email, choose an Inbox role, and select Add to inbox. The person must already have a customer account; this does not create an account or send a verification invitation. Access is granted to that form when saved. The owner is already included and cannot be added as a teammate.
2. Choose Viewer or Triage
Viewer can read, search, and export the shared inbox. Triage can also assign submissions, add internal notes, and organize submissions using the permitted inbox actions. Form settings, recipients, read keys, team membership, and billing remain owner-only. Team membership does not grant access to other forms or make someone an email notification recipient. Exported or downloaded copies remain with the person who saved them.
3. Assign work
Open a submission and use its assignment control to choose the owner, an active teammate, or no assignee. Owners and Triage members can change assignments; Viewers can inspect them. Assignment identifies who is handling a record and does not send a reply to the submitter. A removed or inactive teammate cannot receive a new assignment. Review existing assignments when someone leaves your team.
4. Add private notes
Owners and Triage members can add an internal note to a submission. Notes must contain 1–4,000 characters. Viewers can read them. Notes are for the team and are not sent as a reply or added to the visitor’s form fields. Use them for handoffs and context, and keep passwords or unrelated secrets out of the notes. The interface records collaboration history so teammates can see the work performed.
5. Change a role or remove access
To change a role, use Add a teammate again with the existing member’s email and the new role; the membership is updated. To revoke access, select Remove beside the person in Inbox team. The owner cannot be removed through this control. Removing membership stops future shared access but cannot recall files or exports the person already downloaded. Ask each teammate to use their own account rather than sharing an owner password or read key.
6. Handle plan and account changes
Shared access is checked against the form’s current plan. Downgrading below Pro disables teammate access while retaining membership records, so upgrading can restore the configured team. Inactive customer accounts are not eligible. If someone cannot see the form, verify the exact account email, active account status, membership, role, and form plan. A Viewer error while assigning or adding notes means the operation requires Triage or owner access.
7. Verify the team workflow
Add a test customer as Viewer and confirm they can inspect the form without editing settings. Change the role to Triage, test an assignment and a note, then remove the member and confirm access stops. CSV exports have a synchronous limit of 250 records; filter the inbox or ask the owner to use the read API for larger exports. See Verified recipients if the goal is email delivery rather than dashboard collaboration.
Public form keys can appear in browser code. Read keys, management credentials, and webhook signing secrets must stay on the server.