Admins, groups, and permissions

Administrators have extended rights and manage Formcentric. They can, among other things:

1. use the Admin Center
2. configure security and privacy settings
3. invite and delete users, and assign them to groups
4. create, edit and manage groups and permissions

Note: Members of the "admins" group have unrestricted access to all features and data. Permission restrictions via groups do not apply to them. Keep this group as small as possible.

Groups allow you to combine users and assign them shared permissions. Instead of assigning rights individually, you define them once per group – all members receive them automatically.

Key points:

1. Groups are managed exclusively in the Admin Center.
2. Only administrators can create and edit groups.
3. Users can be members of multiple groups at the same time.

Permissions define what users are allowed to see and do in Formcentric – for example:

1. Forms – create, edit, publish, delete
2. Submissions – view, export, delete, automate
3. Desings – view, edit, approve, delete
4. Media – view, upload, edit, delete

Permissions are assigned via groups.

The typical workflow:

1. An admin creates a group and defines its permissions.
2. Users are assigned to the group – either directly when inviting them or later in the Admin Center.
3. Users immediately receive the group's permissions.

Note: Only administrators can assign permissions. Users cannot view or change their own permissions.

If a user is a member of multiple groups, all rights from all groups are combined.

Example:

1. Group A can only view submissions.
2. Group B can view and export submissions.
3. A user in both groups can do both: view and export.

Note: To revoke a permission, it must be removed from all groups that grant it – or the user must be removed from all relevant groups.

Users who are not assigned to a group can log in and view forms, but cannot perform any further actions – such as editing, publishing or deleting. Submissions are not visible to them either. Only by being assigned to a group with the appropriate permissions do they gain further access.

Ideally, assign users to a group directly when inviting them, so they have the right permissions from day one.

→ Inviting users
→ Managing groups
→ Assigning permissions
→ Specifying permissions for submissions