Add your team and set what each person can access

Your team lives under Settings, then Team. Everyone you add belongs to your account only, and what they can see is decided by two separate settings: their role, and their module access.

Adding someone

1. Go to Settings, then open the Team tile.
2. Click to add a member and fill in their Name, Email and Role.
3. Tick the modules they should be able to open: Forms, Contacts, Reports, Account Settings.
4. Save. They receive an email inviting them to set their own password.

We never email a password. The invitation carries a single-use link that lets the person choose their own, and that link expires after seven days. Until they use it, the account exists but cannot be signed into. If the link expires, add them again or ask them to use Forgot password.

Only Admins and above can add team members, and your plan sets how many people you can have. If you see "User limit reached", either remove someone who has left or move to a larger plan.

The roles

• Owner — the person who created the account. Full access, including billing and the plan.
• Admin — everything except ownership of the account itself. Can add and remove team members.
• Manager, also shown as Account Manager — builds and publishes forms, shares them, manages contacts, and sees all reports.
• Agent, also shown as Staff — collects responses, usually in the mobile app. Sees only the forms assigned to them.
• Viewer — read-only.

Roles are a ladder: each one can do everything the role below it can. Module access then narrows that further, so you can give a Manager the Forms and Reports modules but not Account Settings.

You can only give someone a role below your own. That is why an Admin sees Manager, Agent and Viewer in the list but not Owner or Admin.

Why an agent cannot see a form

This is the most common question we get about roles, and it is working as designed. Agents and Viewers see only the forms that have been assigned to them. Managers, Admins and the Owner see everything.

To assign a form, open Forms, then All Forms, click the actions menu on the form card and choose Assign team. Tick the people who should collect it and save. They will see it on their next sync in the mobile app. A form nobody has been assigned to will simply not appear for an agent, which usually gets reported as the app being broken.

Removing someone

Use Deactivate to suspend someone without removing them — useful for a seasonal agent — and Activate to bring them back. Remove takes their access away immediately. Either way, everything they collected stays on your account and keeps showing them as the collecting agent in Responses and in exports.