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How to set up Access Levels and Permissions for web forms?

If you run an organisation and have a 123FormBuilder account, but don’t have the time to manage your online forms, you can create subaccounts and let employees manage them for you. The same goes if you build forms for your clients and want them to have access to their forms. Subaccounts represent users you have registered on your 123FormBuilder account, who have access only to the forms you have assigned to them. You can establish which sections of the form will be managed by a user/subaccount.

You can create standard users or administrators. Administrators can have the same privileges as your parent account, but unless the option can manage other users is selected, they won’t have access to the Users section. In addition, administrators can have access to certain groups of forms. Tick the option can manage groups to grant access.

  • A user can manage more than one form.
  • A form or a section of the form can be managed by two or more users.

Any paid plan allows you to purchase and create subaccounts. The cost per subaccount is the same as the parent account’s subscription.

To create a subaccount go to UsersNew User, in User Management, and add the email address of the user. Read more about adding users.

Here is a complete guide on how to use access levels and permissions for web forms:

1. In Users you have to manually set permissions to each subaccount. Select the subaccount and go to Permissions.
2. Select the forms to which you want to grant access, in the dropdown list on the top-left. Select a form at a time or a group of forms, then press Grant Access.
3. Notice that in the subsection Forms Allowed you can change permissions for the different sections of the form: Form Editor, Form Settings, Submissions and Reports.
4. In Operations Allowed you can permit users to create forms, duplicate forms and delete forms.

Permissions Users

Granting access to form sections

Form Editor

There are three permission levels for this section:

1. No access – the user won’t be able to view or edit the fields of the form.
2. View only
3. View & Edit – the user can view and edit the fields in the Form Editor.


There are three permission levels for this section:

1. No access
2. View only – the user can only view the settings, but cannot apply changes.
3. View & Edit – the user can view and change the settings of the form.


There are three permission levels for this section:

1. No access – the user won’t be able to view or edit/update the submissions.
2. View only – the user can only view the submissions, but cannot apply changes.
3. View & Edit – the user can view and update the submissions received through the form.


The owner of the account can select which form reports are available to each user. To grant or revoke access to a form report, go to Forms Allowed and click on the link Select Reports. In the dropdown list check or uncheck your existing reports from the current form. Checked reports from the dropdown list will be the only visible for the respective subaccount.

access levels and permissions for web forms

There are four permission levels to this section, as follows:

1. No access
2. View only
3. View & Edit
4. View, Edit & Create

The option View, Edit & Create permits users (subaccounts) to create new reports.

Case scenario: A user creates a report, but hasn’t got access to view the Submissions section. If the user creates a report using the Data Table widget, he/she will not be able to see the data within the table. This is due to the fact that the data of the selected report contains form submissions, and because the user hasn’t got access to Submissions, the report will appear empty. The data, however, can be seen by the owner and by the users who have access to the Submissions section.


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Frequently Asked Questions

Here is a list of the most frequently asked questions. For more FAQs, please browse through the  FAQs page.

Is this service free?
Yes, we offer a free form builder service. Just sign up to the Basic plan and you are all set. This plan is forever free, but you are limited with a few features only, such as 5 forms per account, 100 submissions per month and you have to keep the backlink to 123FormBuilder on your forms. Check out our features matrix for more information.
How many forms can I create?
It depends on the service plan you are on. Higher service plans enable more features, including more web forms for your account. If you need more forms, go to the My Account section of your account and click the upgrade button. To create an unlimited number of forms, either upgrade to the Platinum service plan or higher. Consult our features matrix for more information.
How can I publish my forms?
You can publish your forms in many ways, by using their direct URL or HTML link, embedding them with a JavaScript code, Inline HTML or iFrame, using the Facebook app or the WordPress plugin, using popups, the Blogger code snippet and many more. Once you have created and customized your form, go to the Publish section to complete your work. Read more in our documentation.
How do I change my form design?
You can change the design of your form in the Themes section, which is located in your form settings. We offer a set of more than 30 predefined form themes for your forms, but you can also create your own from scratch. You can customize the submit button, the logo and more. To apply your own stylesheets, all forms come with a custom CSS editor.

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