The Users page in the dashboard lists the members of the organization you are working in, with each person's roles and join date. Membership and roles are scoped per organization — the same person can belong to several organizations with different roles in each.
Inviting a user
From the Users page, choose Invite user, enter an email address, and pick roles. What happens next depends on whether the address already has a login in your workspace:
- New user — they receive an invitation email with a link to set a password. They join the organization when they complete it.
- Existing user — they are added to the organization immediately with the roles you selected. No email is sent.
Invitation emails are sent through the transport configured in instance settings.
Org admin is the one role an invite cannot hand out freely. A user admin can invite people and give them any other role, but only an existing org admin or the instance owner can include the org admin role in an invitation. Trying it without that standing shows an error and sends nothing.
Roles
| Role | What it allows |
|---|---|
| Org admin | Full control of the organization, including granting other org admins |
| User admin | User management and form assignments |
| Form admin | Manage all forms |
| Data manager | View and edit all data |
| Data analyst | View all data, read-only |
A user can hold several roles at once. Instance owner is separate from these — it is a workspace-wide level that spans organizations, covered in the RBAC concept page.
Changing roles
Open a user from the list to add or remove roles, then save. Role changes apply to the current organization only. Someone who already holds the org admin role has an Org admin badge next to their email on that page.
Org admin sits in the role editor with the rest, but the button is greyed out unless you are an org admin yourself or the instance owner. Anyone else sees the row and a note saying who can change it, instead of a save that fails afterwards.
You cannot revoke your own roles. On your own page every role you already hold is greyed out — you can still add roles to yourself, but removing one has to be done by another admin.
Assigning forms
From the user's row menu on the Users page, choose Assign forms to pick which of the organization's forms the person works with (drafts appear with a Draft Only badge) and how much they can do with the records. Each form carries five settings:
| Setting | Options |
|---|---|
| Collect | Whether the form appears on their device for data capture |
| Test | Whether the form's test version appears on their device, so they can try changes before publishing |
| View records | None, their own only, or all |
| Edit records | None, their own only, or all |
| Dispatch records | None, their own only, or all — whether they can check records out to field users, covered in records |
View is the gate for the other record settings: edit and dispatch can never exceed the view level. Lowering view lowers them with it, and raising edit or dispatch raises view to match. A person's effective dispatch power is also capped by what they can view — someone who can view only their own records can only dispatch their own records, even with dispatch set to all. Organization admins can always dispatch, with or without an assignment.
The same five settings appear everywhere forms are assigned — directly to a user, through a collection, or through a team. When a person holds a form through more than one path, the most generous setting wins.
Removing a user
A user's page has a Remove from organization action, and the row menu on the Users page has the same one. Removal is immediate: the person loses access to all of the organization's resources, including its forms on the mobile app. Their submitted records stay with the organization.
Removal also ends their signed-in sessions when this was their only organization. The dashboard and the mobile app stop working on their devices and cannot refresh themselves back into use. If they still belong to another active organization they stay signed in, and the dashboard moves them into that one.
You cannot remove yourself. The action is greyed out on your own row and on your own page, so ask another admin to do it.
Removal is per organization — a person removed from one organization keeps access to any others they belong to. Deactivating a user across the whole workspace is available through the API, not the dashboard.