Roles and invitations

More than one person can work in the same account, each with a role that defines what they can do. The rule is simple: anything that cannot be undone, sends responses outside the account or applies to the whole account stays with the owner. At Clínica Vitta, in Miami, Dr. Helen is the owner, receptionist Julia builds and adjusts the forms as an Editor, and partner Paula follows the responses as a Viewer.

What each role can do

Viewer — looks things up

• Sees the forms and opens the Edit tab, with everything locked for editing.
• Reads responses and incomplete responses, and downloads a response PDF.
• Sees the Dashboard and Analytics.
• Changes nothing, does not export responses and does not see the Templates menu.

Editor — works on forms and responses

Everything the Viewer does, plus:

• Creates forms, including from a template in Templates; edits, publishes, duplicates, organizes in folders, restores versions, deactivates and reactivates.
• Changes form settings: limit and closing, response alerts, tracking, PDF, appearance, logo and link alias.
• Shares: creates single-use invites and QR Codes.
• Handles responses: marks as read, adds tags and internal notes, archives, moves to trash and restores.
• Exports responses.

Owner — the account

Everything the Editor does, and what only the owner does:

• Delete a form.
• Permanently delete responses (from the trash, one by one or in bulk) and delete incomplete responses.
• Set each form's response retention.
• Change Also notify, in the "Response alerts" card: who else receives responses by email. The Editor saves the rest of the card, but not that list.
• The form's Integrations tab (webhooks and Google Sheets) and Settings › Google Sheets.
• In Settings: Users, Brand, Custom domain, Fiscal Data, Privacy, Plans, Payment Methods, Invoices and Danger zone.
• The Logs menu.

Everyone, in any role, manages their own profile and sees Where I'm logged in.

The owner is whoever created the account. No one changes the owner's role or removes the owner, and there is no transfer of ownership of the account or of forms.

Invite a person

1. In Settings › Users, click Invite person.
2. Fill in the Email and choose the Role: Editor or Viewer.
3. Click Send invitation.

The person gets an email with a link valid for 7 days. The link opens the Join the team page, where they enter their name, create a password, accept the terms and click Create password and join the team. The email is already confirmed, since the link proves they received it; after that, they sign in through the regular login.

Each email belongs to only one account. If the invited email already has a WiseData Forms account, you see the same "Invitation sent" as always, and the person gets an email explaining why they cannot join, with no link. For them to join the team, invite another email of theirs.

Pending invitations

Until someone accepts, the invitation shows in Pending invitations, with Email, Role and Valid until (or Expired, after the 7 days).

• Send again sends a new link; the previous one stops working. Use it when Julia says she could not find the email or when the invitation expired.
• Cancel invalidates the link that was sent.
• Inviting the same email again replaces the pending invitation, including the role.

Change a role

In the People in this account list, change the role in the Role column. It applies on the person's next action, with no need to sign out and back in.

Remove a person

Remove, on the person's row, cuts access right away: their sessions are ended and their user is deleted. What they did in the account stays, and in Logs it shows as "Removed user". They get an email letting them know. Their email becomes free: to come back, they need a new invitation.

Invitations, people joining the team, role changes and removals are recorded in Logs, in the Account category.

Where to go next

• Logs (Security and privacy collection) — what each team member did and when.
• Webhooks and Google Sheets (Integrations collection) — the integrations only the owner sets up.
• Response retention (Security and privacy collection) — another decision that stays with the owner.

In short: the Viewer looks up forms, responses and analytics; the Editor creates, edits, publishes, handles and exports; the owner does the rest — permanent deletion, integrations, retention, Also notify, Logs and the account settings. Invitations go out from Settings › Users, are valid for 7 days and can be sent again or cancelled; a role change applies right away, and removing someone deletes their user without deleting the history.