Allow users to access all forms

I'm confused.

We have our main Jotform account admin@revivalnsw.com.au and three users.

Are all forms available to all users to manage and edit, or do I need to do something extra for that to be the case? That is, are all forms assigned by default, or how do I assign all forms to all users (I can't see that option when I select a form).

And how are 'users' different from establishing a team? Am I even able to have a team with our current subscription? Does a team all have access to all forms?

Thanks,

David
davidsun@outlook.com.au

Hi David,

I'll do my best to support you until one of our support agents replies.

You asked about how to allow all users in your Jotform account to manage and edit all forms, the difference between users and teams, and whether your current subscription supports teams with shared access.

Here’s how it works:

In Jotform's standard plans (Starter, Bronze, Silver, Gold), you can only have one login credential per account. This means that other users cannot directly access all forms under the main account. To have multiple users managing and editing all forms, you would need to upgrade to Jotform Enterprise. Enterprise accounts allow multiple users on the same account with full control and visibility over team actions.

Regarding teams, the My Teams feature is only available in the Enterprise plan. Teams in Enterprise allow you to assign roles and permissions to members, such as Team Admin, Creator, Data Collaborator, and Data Viewer, which control access to forms and submissions. Teams have shared access to forms depending on the permissions you assign.

As a workaround in standard plans, you can collaborate on individual forms by adding collaborators to specific forms or share submission tables with others for collaboration. However, this does not provide full account-wide access to all forms for multiple users.

To summarize:

1. Standard plans: Single login per account; no team feature; form collaboration possible on individual forms.
2. Enterprise plan: Multiple users with team management, roles, and shared access to all forms.

If you want all users to manage all forms seamlessly, upgrading to Enterprise is the recommended path.

Let me know if you want guidance on form collaboration or details about Enterprise features.

Best regards,
Jotform Support

Hi David,

Thanks for reaching out to Jotform Support. As mentioned by Podo, if you would like for all your forms to be available for all user to manage and edit, you'll need to add them as sub-user, but sub-user is presently only available for Jotform Enterprise. If you are interested in our Jotform Enterprise plan, you can fill out the form within this page and our relevant team will be in touch with you soon.

Although our Free, Bronze, Silver, and Gold plan are individual, single-user plans, you can still work as a team using the collaboration features, which allow you to share your submission tables and form builder. You can check out the related links below for more information:

1. Adding Assignees to Your Form
2. How to Share Your Submission Tables with Jotform Tables and Collaborate
3. How to Share Your Form With Collaborators

As for Jotform Team, Jotform Teams feature allows you to create a shared workspace for teams within your organization. You can invite members to the workplace and can also set different roles and permissions to stay in control of your data. However, in our regular plan (Starter, Bronze, Silver and Gold), you can create up to 5 teams, with each team can only have 1 member, including you, and it is not possible to invite another team member.

This is because Jotform Teams is an Enterprise-first feature, however, it is released to regular users to experience a limited use of Jotform Teams. Regular users can create a team but not invite team any team member; to invite/add new members to the team workspace, a Jotform Enterprise account is required. If you would like to take advantage of Jotform Teams, you can consider applying for our Enterprise plan.

Let us know if you have more questions.