Formstack Blog

Here to Help: Quick Guide to Managing Multiple User Accounts

“Here to Help” is a support column written especially for Formstack’s awesome, loyal customers.

Do you run an agency with several clients who require online forms for their websites? Or do multiple business units at your company create forms and access data for their work? If so, you could benefit from Formstack’s ability to add multiple users to an account.

Our multi-user functionality was built specifically for customers who have several people editing or using forms, themes, and data. Not sure how to add or manage several users? Here’s your quick guide to managing multiple user accounts in Formstack:

Benefits of Multiple Users

With multiple users, you can assign unique permissions to people based on what they need to do. You can also get more people involved in the following ways:

Form Building

With multiple users, you don’t have to make all the forms yourself! Empower your colleagues with Formstack’s drag-and-drop form builder. As the administrator, you will still be able to view and edit all forms and keep an eye on submissions. It’s like the old “give a man a fish” saying: “Build a colleague a form, and he’ll be back tomorrow for another one. Teach a colleague to build his own form, and he won’t bug you anymore.”

Data Sharing

Adding users isn’t a requirement to share data; it’s easy to share with others who don’t have Formstack access. But there are benefits to adding multiple users to your account for data-sharing purposes: users will be able to view submission data at any time and can run their own reports, which takes work off your plate.

Theme Creation

Multiple users can share themes across the Formstack account, which helps to create consistent branding. And if someone designs an amazing custom theme, you can all take advantage of it. No need to reinvent the wheel—er, theme.

Approval Workflow

This feature allows you and other designated users to approve or deny form submissions. To use Approval Workflow, you must enable multiple users so approvers can access form data to approve or deny.

Miscellaneous Tasks

When you add additional users, you can grant them permissions to view, create, or have full access to forms. You can also restrict them to specific folders. This means you can assign your colleagues specific access without worrying about them a) stumbling upon sensitive data or b) messing up your awesome forms. For example, you can use permissions to allow someone to embed your forms on your website or run reports for a meeting.

How to Add Users

Adding users is simple! Just click the My Profile icon at the top right of the Formstack screen and select Users. When the Users screen opens, click the “New User” button.

Enter the new user’s email address and click save. If you ever run out of user seats, simply upgrade to the next Formstack plan.

How and When to Use Different Permissions

Permissions dictate what a user is allowed to do within Formstack. There are four major types of permissions, and each is explained in more detail below.

To edit a user’s permissions, click on the user’s name under Users. This will take you to a page where you can edit the user’s information and permissions.

Global Permissions

Once you’ve added a new user, you want to be sure that his or her access is limited appropriately. Click on Global Permissions to choose if the user is allowed to create forms, create templates, and/or have full admin access to the account. Keep all boxes unchecked if you don’t want the user to be able to create anything. Options are “Account Admin,” “Can create forms,” and “Can create themes.”

Folder Permissions

You can grant permission for a user to edit and/or view forms that are in a specific folder.

Form Permissions

This setting permits a user to have access to individual forms.

Theme Permissions

You can set permissions for individual theme templates. You’ll see a list of your themes and can control what a user can do with each. With “Use only” permissions, users can use (but not change) a theme. Full permissions allow a user to use, edit, and delete the selected theme.

Note: You do not need multiple user accounts in order to send submitted data to multiple email recipients, share submitted data using share URLs or RSS feeds, or allow multiple users to submit a form.

To continue exploring Formstack’s multi-user functionality, click below to check out our infographic on the available permissions.