Forms roles and access

Forms permissions are set by module role: Member, Manager, or Admin. These roles control who can view, complete, create, and manage forms, submissions, and requests. Roles are assigned per site in Settings > User Management.

Quick reference

*Members may not see Forms > Templates in the navigation menu; access is usually via requests, inbox, links, or attachments.

**Requires Site Manager or Site Admin (update-site permission), not Forms Admin.

Form templates and submissions

Members can view form templates and complete forms. They can submit form requests and see requests assigned to them in their Inbox, but they cannot create or edit templates, view submissions from other people, or export data. Managers can create and edit form templates, publish forms, and manage categories. They can also view all submissions, edit them, link them to records, and export them. Applying submitted personnel block data to a personnel record also requires Manager or Admin access for the Personnel module on the destination record's site. Admins have the same operational access as managers, plus full control over deletion.

Forms can be configured to allow anonymous submissions, so external users or contractors can complete forms without signing in. For step-by-step instructions on managing templates, see Managing Form Templates. For viewing and exporting submissions, see Viewing and Exporting Form Submissions.

Form requests

Members can submit form requests and see requests assigned to them in their Inbox. They can also view their own requests and requests linked to entities they have access to. They cannot view all form requests across the site. Managers can create and view all form requests, assign them to users, and track completion. Admins have the same operational access as managers, plus the ability to cancel distributions and delete requests.

Form requests can be sent to specific users or shared via a link for external contractors. Assigned users see the request in their Inbox. Members can cancel their own requests; Managers can cancel any request. For step-by-step instructions, see Form Requests.

Settings and configuration

Forms settings are at Settings > Forms, with tabs Categories and Options. Anyone with Forms module access can view the settings page. The Categories tab can be edited by Managers and Admins (manage-categories). The Options tab contains module-wide toggles such as comment and email settings; editing these requires Site Manager or Site Admin (update-site). Without that Site role, the Options tab appears read-only.

Individual form settings—such as anonymous submissions, approval workflows, and submission limits—are edited from each form's Manage page and require Manager or Admin access to that form.

How to change a Forms role

Roles are assigned per site and per module. To change someone's Forms access:

1. Go to Settings > User Management

2. Find the person and click Edit Access

3. In the Access Control table, set their role for the Forms module at each site: Member, Manager, or Admin

4. Click Save

If you do not see Edit Access, you need the Manager role (or higher) for the Site module. You need Site Manager or Site Admin (or organisation owner) to access User Management and use Edit Access. For a full overview of the three roles, see Understanding User Roles and Permissions. For reusable role configurations, see Module Entitlements and Permission Templates.