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 Super Admin.
  2. Click the  Users  tab.
  3. Click the  Add users  button at the top-right corner.

  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. Kindly contact support@zohoforms.com to move these users to your Zoho Forms organization. 

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.

Changing Super Admin

  1. Log in 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 .

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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