Manage Users & Roles


The Manage Users & Roles tab is used to create and edit User Accounts and Roles for your company. Users can only have access to this page if they are a Client Administrator, Client System Administrator
or they have been given a bespoke Customer Role with access.

This tab is further divided into Users, Roles and Permissions. The number of available device and
web user licences and how many are in use, will display at the top left of screen, in this instance, 11
of a total of 20 available web and device user licences. The user count outside the brackets are for
web and device, while the user count within the square brackets are for device users only (in this
case 11 out of 15 are being used. If Web Forms are not present then both totals will display for
device users only.

The Download User List button will download a csv file of all Users created, active and inactive. The
file contains information such as when the User was created, updated and what roles they have
permission to.


A User is someone who has system roles, and includes:

● Client System Administrator
● Client Administrator
● Client Task Manager
● Device Users
● Form Author
● Hub Admin
● Hub User
● Web Forms
● Custom Roles (roles which can be defined by an administrator)

A list of your User accounts is displayed in the table. These can be filtered, using the search option at the top left side of the screen. To include inactive user accounts, select the Show inactive checkbox at the top of the screen. You can Add a User by selecting the green Add User button, and filter by User Roles, for example, Device User, by selecting a Role from the list box to the right of the Add User button. A User count of all visible Users will show next to the filter list box.

Use the Verified column to generate a new password change request email. The coloured reset button in the Verified column indicates the Verified status of the user, in relationship to the email link that was sent to them, requesting that they changed their password:

● Green: The user has received the email, and set their password. Or a password request has
been sent to the user, and they have not responded, however the link on the password
request is still active and can be used.
● Amber: A password request has been sent, and the link has expired. A new password
request will need to be generated.

By default, only User Accounts with the Is Active option ticked are included in the table listing. Tick,
“show inactive” to include disabled accounts.

● Click on any heading in the table to sort the results into ascending or descending order. An
icon will appear to the right of the column, indicating the column the display is currently
sorted by.
● Type in the search field to filter the results.

There are two functions that can be performed in the Manage Users & Roles tab.

● Click Add User to create a new user account.
● Select the user name to edit the user record. Please note, you cannot edit your own account unless you are a Client or System Administrator.

Add New User
New User Accounts can be created from the Manage Users & Roles tab in the Admin section of the
site. This screen is the same as if the User Record Edit option had been selected.


1. Click Add User to create a new user. The Create New User window is displayed.
2. Email - Enter the users email address. This will form the users Login Name on the Formworks portal and any input devices.
3. Name – Enter the user’s full name.
4. Short Name - Enter a short name for the user. This is optional.
5. Is Active – You could remove this tick if the user becomes inactive, for example, if they leave the company.
6. User Type - Select if the User is a Default User or an Open Link (Token) User. Open Link Users will only have access to Webforms
7. SYSTEM ROLES – These are the Formworks systems default roles. Select the SYSTEM ROLES that apply to the user:

Client System Administrator – This role can add and update user accounts and have access to the Licence page.
Client Administrator – This System Role provides access to everything except Web Forms, Form Templates and Designer, the Cloud Hub and Device access. Please see the Client Administrator section below.
Client Task Manager – This role provides access to the Template Designer and prefill import screen. Form Templates and Designer, User Groups, (but not the Users screen), Manage Devices, Manage Exports, Template Exports, Export History, Licence, Sync Management, Databases and if licenced, Token Management.
Device Users – This setting allows users to input data on the Formworks application.
Form Author – This setting allows the user to create and edit form templates.
Hub Admin – This setting indicates a Reporting Hub Administrator.
Hub User – This setting indicates a standard Reporting Hub user.
Web Forms – This setting permits the user to complete Formworks Web Forms.

8. CUSTOMER ROLES – These are roles created and maintained by the customer. Allocate the
user to these as required.
9. I’m not a robot - To save your changes, first place a tick in this box.
10. Save. The account is created and an email is sent to the user with their log on details. If save is
successful a message will appear in green to confirm.


The system has default roles; Client Administrator, Client System Administrator, Client Task Manager, Device Users, Form Author, Hub Admin, Hub User and Web Forms. You can also create your own client specific roles, combining whatever Formworks portal functionality you require.


Client Administrator
The Client Administrator role is available for SME Clients only so may not be available. The Client Administrator account provides access to all client functions, other than template design, importing of prefill forms and access to the Reporting Hub and Web Forms. However, you can add a user defined role to a Client Administrator that could include any additional required functionality. This is a System Role and therefore its functionality cannot be amended. This is the option that smaller companies would use to manage the Formworks portal. Password requirements are: Must be 10 characters and the password cannot be repeated within the last 8 password change requests. You can view what functions a Client Administrator can perform, by selecting the View option at the right of the role name.


Client System Administrator
This System Role only provides access to add users of all types, manage device licences and view and edit Client Licence controls such as save photos to camera roll. This is a standalone role and cannot be paired with other roles. As it is a System Role, it cannot be amended. As with other roles, you can select the View option, to see what functions the role user can perform. These are indicated by a green tick at the far left of the available functions.


Client Task Manager
A Client Task Manager can perform most functions, other than creating and amending User Accounts. As it is a system role, it cannot be amended. But you can add other roles to a user appointed as a Client Task


Creating Your Own Roles
From the main Admin tab, select Manager Users & Roles. Then select Roles, then the green Add Role

● Enter a name for the new role.
● Select the permissions to include in the role, from the available permissions.
● Save the role.
● It will now appear with the other Customer Roles, for example on the User Account screens, and can be allocated to users.


Editing / Deleting Roles
Once you have created a role, you can edit it using the Edit icon at the right of the Roles table. As you can see, System Roles are View only. You can only edit and delete roles that users have created.



You can view the list of possible permissions, from the Admin tab, then Manage Users & Roles, then
select Permissions. Permissions are fixed and cannot be created at client level, but you can view the permissions available to incorporate within your roles.


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