Users & Permissions | Zoho Forms - User Guide

Users & Permissions

A user is anyone who is a part of your Zoho Forms organization. In an organization, all users might not require the permission to control the forms and related data. To limit the access and permissions granted to the users, you can assign them to different roles in Zoho Forms.

User Roles      

Based on their permission to add/modify users, create forms, and submit data, users are classified into Super Admin, Admin, User, and Respondent. The roles assigned to a user in Zoho Forms need not necessarily follow your organizational hierarchy.

Here is a detailed table showing the restrictions for each user role. 

Permissions
Super Admin
Admin
Respondent
User
Create Forms/Reports
           Yes
     Yes
 
   Yes
Access Forms
           Yes
     Yes        Yes    Yes
Submit Forms
           Yes       Yes         Yes    Yes
Share Forms/Reports
           Yes       Yes  
   Yes
Add approvals
           Yes

      Yes    
 
   Yes
Assign tasks
           Yes        Yes  
   Yes
Add new Users
           Yes        Yes  
 
Assign Roles
           Yes  
 
 
Alter User status(Active/Inactive)
           Yes        Yes  
 
Change Super Admin
           Yes  
 
 
Note: If a Report is shared with edit permission, Respondent can edit, approve, or deny it.

Adding Users

To add users to your Zoho Forms organization, you must first send them an invitation from Zoho Forms. Invite Users to your organization so that they can collaborate while creating forms for your organization.

To invite users to your organization,

  1. Log in to your Zoho Forms account as the Super Admin.
  2. Click the Users tab.
  3. Click the Add users button in the top-right corner.

    Users
  4. Enter the email address of the person you want to add and click Add.

An email invitation will be sent to the invitee. Until they accept your invitation, you will see a Pending message and a Re-invite option next to their name.

Note: If a user in your organization tries to access Zoho Forms without an invitation from a Super Admin, a new portal will be created. These users cannot be added to your Zoho Forms organization. Please contact support@zohoforms.com to move these users to your Zoho Forms organization. 

Deleting Users  

If you wish to delete a user from your Zoho Forms org, hover over the user that you wish to delete and click the Delete icon.

Delete User

  1. Only the Super Admin can delete other users in the org.
  2. A Super Admin cannot be deleted within Zoho Forms.

Before a user is deleted from your Zoho Forms org, you must ensure that the following  roles of the user are transferred/removed:
  1. User should not be the owner of any form in your Zoho Forms org.
  1. User should not have the Modify Form permission to any shared form.
  1. User should not be involved in the Form Approval process or be the Approval Admin.
  1. SMS connections that the user owns should not be used in any form within your Zoho Forms org.
On deleting a user from your Zoho Forms org,
  1. All the saved themes owned by the User will be transferred to the Super Admin.
  1. Folders owned by the User will be deleted.
  1. Tasks assigned to the user will be removed. (Form entries/Form Rules need to be re-assigned to a different user).
  1. User's email address used by other users in the org, in the Sender Email option, will be removed.

Changing User Roles

Sometimes when users with limited permissions are required to pitch in for completing a task, you can modify the user roles to grant access and assign them with new roles (User, Respondent, or Admin).  You can change the roles of users in your organization by assigning them new roles.

To do so,
  1. Log in to Zoho Forms as Super Admin.
  2. Click the  Users tab.
  3. Click the drop-down box corresponding to the person whose role you wish to change.
  4. Choose the user role as required.

    Change User Role

Changing Super Admin

  1. Login to Zoho Forms as the Super Admin.
  2. Click the Users tab.
  3. In the top-right corner, click the Change Super Admin icon.
  4. In the pop-up, select the new Super Admin from the dropdown list.
  5. Click Change.

    Change Super Admin
Note: Role of the current Super Admin will be changed to Admin once the new Super Admin is assigned with the role.

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