How to Use User Groups to Control Form Access

Do you have forms that you only want a specific group of users to access? User Groups are an effective method for managing various teams or job roles by determining which forms different users see.

This ensures that your team members only have access to the Health & Safety forms that are relevant to them.

In this Article

• What are User Groups?
• Creating User Groups
• Adding a User to a User Group
• Adding a Form to a User Group

What are User Groups?

Creating User Groups is a great way to categorize different types of users. If you have specific forms that only apply to certain individuals (e.g., a maintenance checklist), you can establish a User Group for them. This allows you to assign the form to that particular group, restricting access to only those users.

User Group Examples

• Maintenance Team
• Drivers
• Site Managers
• Auditor
• Electricians
• Contractors

There are three steps to setting up User Groups

• Make the User Group
• Assign those people to the User Group
• Assign the Templates to that User Group

Creating User Groups

You can create User Groups from the Admin Console (Computer login).

1. Go to My Business.
2. Click Settings.
3. Scroll to the User Groups section and type in the name of your User Group (e.g., "Drivers").
4. Hit the ENTER key on your keyboard.
5. Repeat this until you've added all your required groups.
6. Click SAVE.

The user groups will now be available to select on User Profiles and in the Form Settings.

Adding a User to a User Group

Once your groups are created, you can assign your team members to them.

1. Go to Team & Users.
2. Click the Pencil icon next to the relevant User.
3. In their profile, click the dropdown menu Select one or more User Groups.
4. Select the group(s) you want to add this user to.
5. Click SAVE.

Adding a Form to a User Group

Finally, restrict your forms to the new groups you've created.

1. Go to Forms.
2. Click the Pencil icon next to the relevant Form.
3. In the form's settings, scroll down to see User groups that need to complete this form.
4. Select the User Group(s) that should have access to this form.
5. Click SAVE.