Skip to main content

Organizations & Permissions

Learn how to set up your Heyflow organization, invite team members, manage roles, and control access to flows and response data at scale.

⭐ Available on the following plans: Starter, Growth, Scale, Prime

⭐ Available on the following plans: Business

👀 Not sure which plan you're on? Check your subscription here.

Organizations in Heyflow give teams a shared space to build, manage, and collaborate on funnels — across departments, brands, or regions. Instead of juggling separate accounts, everyone works under one roof with the right level of access.

With Heyflow's Organizations, you can:

  • Build together, break nothing: Invite your whole team and control exactly who can edit, publish, or view response data — so everyone can move fast without stepping on each other.
    ​

  • One place for all members: One single workspace keeps your flows, campaigns, and data organized — and new teammates get the right access automatically when they join.
    ​

  • Keep sensitive data in the right hands: Response data access is set per user. Members can work freely without ever seeing submission data they shouldn't.

In this article, you'll learn how to set up your organization, invite members, assign roles, and understand what each role can do.

Organization Settings

In your organization settings, you can update your organization name and upload a logo. This helps you to distinguish between different organizations.

You can also change the organization subdomain. Every published funnel receives a default link from us, regardless if your own domain is connected, to provide greater flexibility & security.

🔎 Learn more about Heyflow's Default Domain here.

Members & Permissions

Invite Members

Under “Members,” you'll find an overview of all people in your organization, including their roles. Click the “Invite Members” button to open a window where you can enter the new member's email address, select their role, and decide whether they should have access to all responses.

When you click “Send Invitations,” the person will receive an email allowing them to sign up for your organization directly on Heyflow.

Roles

In Heyflow, you can select from three different roles for your members:

Owner

Full access to all flows, settings, team management, and billing

Editor

Can create, edit, and publish flows

Viewer

Can view Heyflows but can't edit anything

For a full breakdown of what each role can do, check the table below.

❗ Access to Responses and their export can be manually adjusted for Editor and Viewer roles.

❗ Caution: It is not possible to work simultaneously on one funnel. You'll receive the following message to prevent changes not being saved when the flow is opened in another tab or browser:
​​

This flow is open elsewhere

This flow is currently open in another tab or window. Editing in multiple places at the same time can cause changes to be lost or overwritten. We recommend closing the other tab before continuing.

Plans & Seats

The number of editors and viewers available in your organization depends on your plan.

Plan

Editors/Owners

Viewers

Starter

1

Unlimited

Growth

2

Unlimited

Scale/Prime

4

Unlimited

💬 If you need more editors than your current plan includes, reach out via the chat or [email protected].

❗ Legacy plans (Basic, Pro, Agency, Business) do not include Viewer seats. To access multi-editor or Viewer functionality, consider upgrading to a current plan.

Permissions

Get a full breakdown of all roles and their permissions.

Flow - View

Owner

Editor

Viewer

View responses

✅

❓

❓

Export responses

✅

❓

❓

Analytics

✅

✅

✅

Live preview

✅

✅

✅

Flow - Build

Owner

Editor

Viewer

Inline editor

✅

✅

❌

Block settings & content

✅

✅

❌

Layers panel

✅

✅

❌

Designing & theming

✅

✅

❌

Logic & rules

✅

✅

❌

Flow - Connect

Owner

Editor

Viewer

Response Handlers

✅

✅

❌

Custom Auto-Replies

✅

✅

❌

Webhooks

✅

✅

❌

Flow - Settings

Owner

Editor

Viewer

General settings

✅

✅

❌

Share & embed

✅

✅

❌

User behavior

✅

✅

❌

Cookie consent & tracking

✅

✅

❌

Custom domains

✅

✅

❌

Uploads & backups

✅

✅

❌

Custom JavaScript

✅

✅

❌

Custom CSS

✅

✅

❌

Custom Head Code

✅

✅

❌

Flow - Management

Owner

Editor

Viewer

Create flows

✅

✅

❌

Publish

✅

✅

❌

Unpublish

✅

✅

❌

A/B testing

✅

✅

❌

Deactivate

✅

✅

❌

Activate

✅

✅

❌

Delete

✅

✅

❌

Duplicate

✅

✅

❌

Organization

Owner

Editor

Viewer

Billing

✅

❌

❌

Usage & modules

✅

❌

❌

Users & permissions

✅

❌

❌

Create & delete workspaces

✅

❌

❌

Edit workspaces

✅

✅

❌

General settings

✅

❌

❌

Workspaces

Owner

Editor

Viewer

Create folders & move flows

✅

✅

❌

Override flow roles

✅

✅

❌

AI Campaigns

Owner

Editor

Viewer

View campaigns

✅

✅

✅

Create, delete & pause

✅

✅

❌

Create & edit ad creatives

✅

✅

❌

Publish ads

✅

✅

❌

FAQ

❓ Are there any collaboration limitations?

It is not possible to work simultaneously on one funnel. Also, oAuth integrations such as HubSpot or Google Sheets can only be edited by the user who initially set up the integration.

❓ Can I merge existing organizations?

Yes. Our team can help you merge two existing organizations. Simply reach out via chat or [email protected].

❓ How many members can I add my organization?

Depending on your plan, you already have a number editors included. If you need more members, please reach out to the Heyflow team via the chat or [email protected].

❓ Which features can editors use?

Editors can use all features included in the organisations selected plan.

❓ Who receives transactional emails, such as response handler errors?

All owners of an organization receive transactional emails.

Related Articles
Did this answer your question?