Team and roles
The three roles
| Viewer | Editor | Admin | |
|---|---|---|---|
| View forms and responses | Yes | Yes | Yes |
| Export responses | No | Yes | Yes |
| Create, edit and publish forms | No | Yes | Yes |
| Delete forms and responses | No | Yes | Yes |
| Manage dropdown lists | View only | Create and import | Everything, plus delete |
| Create teams and delete projects | No | No | Yes |
| Invite and manage members | No | No | Yes |
| Webhooks and integrations | No | Yes | Yes |
| API keys and connecting Google | No | No | Yes |
| Organization settings and billing | No | No | Yes |
| Organization audit log | No | No | Yes |
Inviting someone
Team → Invite member takes an email and a role. They receive a link; accepting it adds them to the organization with that role. Pending invitations are listed on the Invitations tab and can be revoked, which stops the link working.
Someone can belong to several organizations with a different role in each. The workspace switcher in the sidebar moves between them, and everything on screen — forms, responses, records, dropdown lists — belongs to whichever is active.
Changing a role or removing someone
Use the actions menu at the end of a member's row. The role they currently hold is ticked. Removing someone revokes their access immediately; forms and responses they created stay with the organization.
You cannot change your own role or remove yourself — that is how an organization ends up with no admin.
Choosing a role
Viewer for people who need to read results and nothing more — a funder, a programme lead, a colleague who reports on the numbers.
Editor for the people who build and run forms. This is the working default for most of a team.
Admin for the small number who manage the workspace itself. Admin includes webhooks, which can send every response you collect to an arbitrary address — worth remembering when deciding who needs it.
Super admin is a separate thing
Platform administration runs on its own axis. A super admin is not automatically an admin of any organization, and an organization admin has no platform access. See Platform administration.
Beyond org-wide roles
A role here applies across the whole organization. Three related tools narrow that down: Teams scope forms and apps to a sub-group of the organization, Projectsgroup a team's work into folders (the team's roles apply inside them), and Sharing grants one person access to a single form or app without changing their org-wide role at all. Teams and projects you are not part of are not shown to you.
For people who only do data entry in one programme, there is a smaller tool still: an assignment to a single data app, as a field worker or coordinator, limited to their own district or block. They need an account but not an organization role. See Field workers and areas under Apps.
Frequently asked questions
- Are permissions only hidden in the interface?
- No. Permissions are enforced by the API on every request, not just hidden in the interface.