Quick Overview
Think of it this way:
- Team Members = Your internal team who build and manage apps and bots
- Users = Your customers/clients who use the apps/bots you've created
Team Members (Your Builders)
Who they are:
Your employees, contractors, or partners who help create and manage AI applications in your PromptForm account.
What they can do:
- Create new AI apps and workflows
- Edit existing apps
- Access the admin areas (plans, permissions, users)
- View analytics and usage data
- Manage website settings
- Handle customer support issues
How to add Team Members:
- Click the Account menu → Teams
- Click Editon an existing team
- If no team exist, click Add Team and configure it first
- Under Team Members, enter their email address
- Click Add Member
- Click Yes, Invite
They'll receive an email to set up their account and can start building immediately.
Users (Your Customers)
Who they are:
The end users who access and use the AI applications you've built. These could be your clients, customers, or anyone you want to give access to your apps.
What they can do:
- Use the AI apps you've created
- Save their own custom fields/profiles
- Access their usage history
- Cannot see or edit app configurations
- Cannot access your admin area
How to add Users:
- Click the Account menu → Users
- Click Add User
- Enter their information:
- Name - Full name
- Email - Their account email address
- Website - The sites they can access with this account
- Plan - The account plan that gives them permissions
- Optional: Set access to additional permissions, teams, and memories
- Click Add User
Users will receive email instructions to register for access to your white-labeled portal.
Key Differences at a Glance
| Feature | Team Members | Users |
|---|---|---|
| Can use apps | ✅ Yes | ✅ Yes |
| Can build/edit apps | ✅ Yes | Permission based; Can edit their own apps |
| Can manage users | ✅ Yes | ❌ No |
| Admin access | ✅ Yes | ❌ No |
| Billing impact | Counts toward user limit | Requires credits for usage |
Pro Tips
🎯 For Agencies: Add your account managers as Team Members so they can build custom apps for clients, then add the clients as Users to access only their specific apps.
🎯 For SaaS Businesses: Your product team = Team Members. Your paying customers = Users.
🎯 Access Control: You can limit which apps Users can access, perfect for tiered pricing or client-specific tools.
Common Questions
Q: Can a Team Member also be a User?
A: Team Members automatically have User capabilities, so there's no need to add them twice.
Q: How many Team Members can I add?
A: This depends on your PromptForm plan - Team Members count as users. Check your billing page for current limits.
Q: Can Users see each other's data?
A: No, each User has their own private workspace and saved data.
Q: Can I convert a User to a Team Member?
A: Yes, you can add an existing user email to a team - they'll receive a new Team Member invitation to join.
Need Help?
- Check out our Knowledge Center for video tutorials
- Email support@promptform.ai with questions
- Book a quick demo to see both features in action