Every user linked to your account has a user type: Account Owner, Administrator, Workspace User or Data Collector. An Account Owner or Administrator has all permissions to all workspaces in the account. Data Collectors do not have any access to the workspace - and can only capture data. Workspace Users must have a role defined for each workspace that they are granted access to.
A user's type and, if applicable, their workspace role is defined when adding the user to the account or workspace or editing the user (if you have the necessary permission to do so).
Understanding user types
1. Account Owner
The Account Owner is the personal ultimately responsible for the account. They are generally the user who created the account for the organisation - although account ownership can be transferred by contacting support. The Account Owner has access and permissions to all workspaces in the account and cannot be removed from a workspace. They are able to switch between plans and modify billing information. An account can only have one Account Owner.
Administrators have access to all workspaces in the account and are automatically added to new workspaces. They cannot be removed from a workspace. An account can have multiple administrators. They have all permissions within a workspace including form design and viewing/editing submissions. They can create new workspace, manage user permissions for team members within workspaces and add new users to the account. Administrators can mark fields as sensitive and view data for these fields. They do not have access to billing information or invoices and cannot update the subscription. Only the Account Owner has access to this.
Note: This user has powerful permissions and should be assigned with caution.
3. Workspace User
Workspace Users are able to login to the workspace and perform tasks and access data based on the role assigned to them. Roles and permissions are described below.
4. Data Collector
Team members are listed on the team page and their access level is indicated by the following icons:
|Account Owner||Administrator||Workspace User||Data Collector|
Workspace roles and permissions
Note: You can only modify roles/permissions for other workspace users if you are an Account Owner, Administrator or the Workspace Manager of the workspace.
Each Workspace User must be assigned a role for each workspace they have access to. Their role can be different in each workspace.
Selecting a custom role allows you to set your own permissions for the user.
|Capture data for this workspace's forms|
|View captured data|
|Modify captured data|
|Delete captured data|
|Manage data collectors and assignments|
|Manage handsets for the workspace|
|Create & design forms|
|Publish new versions of the form|
|Create & edit reports|
|Manage the workspace settings|
|View data marked as sensitive|
Note: Deleting a workspace is only available to Account Owners and Administrators or the Workspace Manager for the given workspace.
A user must have access to the relevant workspace before you can assign permissions to them. Adding new and existing users to your workspace is covered in our article on Setting up your team.