User Groups are intended to make it easier to manage the users in your account, which will allow for more efficient and structured user administration.
Groups are groups of users who share similar permissions. A user can belong to one or more groups, or not belong to any groups at all, which allows you to tailor the permission settings to the specific needs of each user. In addition, forms and responses are restricted to the group they are assigned to. Users can only see responses submitted by members of their designated group. If group sharing needs adjustment, administrators can modify group settings to provide the necessary visibility.
⚠️ IMPORTANT: If users are assigned to one or more groups, they will receive permissions to access forms shared with those groups. Consequently, they cannot have forms assigned to them individually at the same time If forms disappear after updating group permissions, it may be due to a mismatch between the form's assigned group and the user's group membership. To resolve, verify group settings and ensure forms are reassigned correctly.
Users who have the permission "Show and Create Users" enabled (see more here) can set up groups to have access to a specific selection of forms. This means that when you add a user to a group, they automatically get access to that selection of forms. Also, you can grant a user access to a selection of forms without adding them to a group. Permissions apply uniformly across all members of a group. If different levels of access are needed, consider creating separate groups and reallocating forms to those groups to manage access effectively.
📌 How do I create user groups?
→ To create a new user group in your account, you must go to the Settings > Users tab and click on the "User Group" button.
On each Group created you can apply the following actions:
1.- Rename: change the name of the group.
2.- Forms permissions: change the permissions of the forms to which the group will have access.
3.- Delete.
→ In the "Users" tab you can see all active users and which of them belong to a group, as shown in the following image:
You can also modify the permissions of the forms to which the group has access on the "Users" tab:
📌 How do I add a user to a group?
On the "Users" tab, in the "Actions" column, you can select the options: "Assign to a group" or "Edit" the user you want to add to the group:
When creating a new user you can also select whether or not he will belong to a group.
⚠️ IMPORTANT: If users are assigned to one or more groups, they will receive permissions to access forms shared with those groups. Consequently, they cannot have forms assigned to them individually at the same time
It's also possible to add or remove one or more users from a group using the 'Bulk Actions' option, as shown below:
Best Practices for Managing Group Assignments and Permissions
Plan Group Membership: Organize users into logical groups based on their form access needs. This minimizes the need for constant permission changes.
Managing Individual Access: If certain users within a group require unique permissions, move them to a separate group and assign forms as needed. This method adheres to the group-based permission structure.
Regular Review: Periodically review group settings and permissions to ensure they align with evolving needs and requirements.
FAQs and Edge Cases
Can individual permissions override group permissions? No, permissions applied at the group level override any individual settings to maintain consistency.
What if I can’t restore form visibility myself? Contact the account’s primary administrator to modify group settings or form permissions if you lack the necessary access rights.
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