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.


2. Administrator


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


Data Collectors can only capture data for the forms assigned to them via the Mobenzi mobile app or web collection (if enabled). They are not able to login to the workspace to access data or perform any other tasks.


Team members are listed on the team page and their access level is indicated by the following icons:

Account OwnerAdministratorWorkspace UserData 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.


Role
Description
Data Analyst
  • View and export captured data, and manage reports in the workspace.
  • Cannot modify submission data.
  • Does not have permission to manage team members, handsets or edit/publish forms.
Data Manager
  • View, modify and export captured data, and manage reports in the workspace.
  • Does not have permission to manage team members, handsets or edit/publish forms.
Supervisor
Form Designer
  • Create, modify and publish forms in the workspace.
  • Cannot manage team members, handsets or data in the workspace.
  • Form designers can mark fields as sensitive but cannot view data for these fields.
Workspace Manager
  • This role has all permissions in the workspace and can modify user roles/permissions for team members in the workspace. 
  • Workspace managers can mark fields as sensitive and view data for these fields.
  • Workspace managers can delete the workspace.
  • Note: This role has powerful permissions and should be assigned with caution. 
Custom
  • Select custom user permissions. Individual permissions are explained in detail below.



Selecting a custom role allows you to set your own permissions for the user.



Workspace permissions


PermissionExplanation
Capture data for this workspace's forms
  • This permission allows forms to be assigned to the user and for the user to capture data using the Mobenzi mobile app.
  • Note: Forms must still be individually assigned to the user from the Collect tab.
View captured data
  • This permission allows the user to view submissions to any form in the workspace (via the Analytics grid or API).
Modify captured data
  • This permission allows the user to edit submissions to any form in the workspace (via the Analytics grid or API).
  • Granting this permission automatically selects the "View submissions" permission.
Delete captured data
  • This permission allows the user to delete any submission to any form in the workspace (via the Analytics grid or API).
  • Granting this permission automatically selects the "View submissions" and "Edit submissions" permissions.
  • Note: This is a powerful permission - grant only to trusted users.
Manage data collectors and assignments
Manage handsets for the workspace
Create & design forms
  • This permission allows the user to create, design and modify any form in the workspace.
  • This user will not be able to publish changes to the form without the permissions to "Publish new versions of the form"
Publish new versions of the form
  • This permission allows the user to publish new versions of the form. The changes will sync down to the data collectors' handsets to capture data.
  • This user will be able to close and re-open forms in the workspace.
  • Note: This is a powerful permission - grant only to trusted users.
Create & edit reports
Manage the workspace settings
  • This permission gives the user access to the "Manage workspace" tab where they can rename the workspace, configure the handset setup wizard for the workspace, and manage other resources.
  • Users can move forms between workspaces that they have this permission for.
  • Users with this permission can also manage form tags 
  • Note: This is a powerful permission - grant only to trusted users.
View data marked as sensitive
  • Responses to fields marked as sensitive will not be visible in the grid, reports or exports.
  • Only users with the permission to "View data marked as sensitive", will be able to view and access the data for these fields.
  • The Account owner, Administrators and Workspace managers automatically have this permission for the workspace.


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.