Responses can hold personal details, so a form isn't open to the whole organisation. Each form has its own access list, and your role decides what you can do with the forms you're on.
Role | Forms they can see | What they can do |
|---|---|---|
Owner, admin | Every form | Create, change and delete any form, and work its responses |
Manager | Forms they created or were added to | Create forms, change and delete the ones they can see, and work their responses |
Member | Forms they were added to | Work those forms' responses. They can open the form, but not change it |
Guest | None | Guests can't use forms or the inbox |
Anyone who can see a form can also see its Answers tab, which sums up its responses. See See a form's answers.
Working a response means reading it, replying, marking it read or unread, archiving it and assigning it. See Manage responses in the inbox.
Open the form and choose Access.
Under People, add the people who should see the form and its responses, or remove the ones who shouldn't.
Choose Save.
Owners and admins can open every form, so they don't need adding. Guests can't be added. Whoever created the form stays on the list.
Owners, admins and managers can create a form. They can also duplicate any form they can see. The copy is a new draft and starts with only the person who made it on its access list.
Members and guests can't create or duplicate forms.
Guests can't open forms or the inbox. On a project they've been added to, the Forms tab lists the project's live forms, and they can open one to fill it in and send it. A secret form opens for them without its link. They don't see the form's responses, its settings or any other form.
Owners and admins can change any form. A manager can change the forms they can see. Changing a form covers:
its name, fields, steps and cover image
its status: draft, live or closed
everything on its Settings tab
its access list, and a secret form's key
whether it takes posts from your own website
its automation
deleting the form, or any of its responses.
A member who's been added to a form sees the builder and its settings without being able to edit them, and doesn't see the Automations tab. They can open Access to see who's on the form, and Share to copy its link.
A manager always keeps the forms they created.
A response can only be assigned to someone who can see its form.
Notifications about new responses go to the people on the access list. Add an owner or admin to the list if they want to be notified.
A project's form has its own access list, separate from the project's members. To create one, you need to be able to create forms and to edit the project. See Projects.
The Inbox tab on a deal, contact or project only lists the responses you can see.
In Reports, Responses by form covers the forms you can see. See Use reports.
