The Wufoo Blog

Back to Basics: User Management

By Johan Lieu · December 3rd, 2013

If there are people within your company or organization that you’d like to give access to your Wufoo account so they can make their own easy to use forms, we’ve got you covered. If you have a paid Wufoo account on a Bona Fide or higher account, you can create users that can access your account. In this post, we’ll go through how to create a user in your account.

Heads up: The Back to Basics series are aimed at newer Wufoo users who want to take full advantage of all the features of their mighty Wufoo accounts. If you’re a Wufoo Veteran (congrats!) then this might not be for you. And if you want more Tips & Tricks, check out this archive.

I Fight For The Users. So Let’s Make A User.

To create a user, simply navigate by clicking the Users tab in the top nav of your account, which brings you to the User Management page. From here, you’ll be able to see all the users in your account, and their permissions.

To create a user, hit the “New User!” button which will bring up the “New User Creation” modal. Here, you’ll input your user’s name and email address for the new user you’re creating. Click “Create User” and boom, your user is created!

There are some special notes about creating a user:

  1. The email address you input when creating a user will be the email address the user will use to login to your account.
  2. The user will receive an email notification letting them know that you’ve created a user in your account for them.
  3. The user will also receive a link which they have to use to log in with. This is especially important. Users that you create in your account cannot log in through the normal process on www.wufoo.com. They have to log in through the provided link, which is similar to this example link: https://youraccountname.wufoo.com/login/.

You May, You May Not. Let’s Give Permissions To Our User.

The next thing to do is to setup the permissions for your new user. By default, when you create a new user, the user has no permissions set up and can’t do much in your Wufoo account. The new user can log in but can’t create or edit any forms, reports, or themes. Not very useful! But fret not, this is where permissions come in.

With permissions, you can allow your new user the ability to create new forms, reports, or themes. To do so, you just need to select your new user, and select which permissions you’d like to give them in the top right module of the User Management page titled, “This User Can Do the Following”. Simply select what you’d like your new user to be able to create (forms, reports, themes) and you’re set.

If you have existing forms that you’d like your new user to have access to, you can do that too! To do so, simply select your new user, and in the module in the bottom right of the User Management page titled, “This User Can Access”, click the button, “Add Permissions”.

This will display a dialog box which from where you’ll be able to select the forms, reports, and themes you’d like your new user to be able to access. Select the permissions you want to grant, and click Save Permissions. Your new user’s access permissions will automatically update to reflect the permissions you’ve granted.

You’ve done it! You’ve created a new user in your Wufoo account and setup permissions for your new user, granting them access to create new forms, reports, and themes, and even giving them access to forms you’ve already created. Good job! If you’ve got any questions or have some tips on how you manage your users, comment below and let us know!

This entry was posted 4 months ago and was filed under News & Updates, Tips & Tricks. Comments are currently closed.

Comments

  1. It would be really nice if other users could share their forms with other users in the account :-)

    Posted 4 months ago by Andy Chambers.
  2. Wufoo is great, but if you decide to update your user management. Here is my wish list…. 1. Let users share their forms with other users (but don’t do this without also doing number 3) 2. Allow copying access of forms and permissions from one user to another user. (for when new people take over managing a set of forms) 3. allow the admins to view of all users who have access to specific form. 4. make an admin that has View access to all form entries, but cannot edit or delete anything.

    Posted 4 months ago by Thomas D.
  3. I definitely agree with Thomas D.! The limitations in user management make me stay on the basic Bona Fide plan, when I would really love to be able to roll-out Wufoo for my entire group of users (150-200), and I would be ready to pay even a double yearly amount than the current Ad Infinitum Plan. A folder structure will make things work - for instance a (global) admin can create folders, and then provide access to specific folders to new users (local users). Local users are then able to create forms only inside the folders where they have access to. A form template library will then be also required, so that I can create global forms which can then be copied and localized/translated.

    Posted 4 months ago by Cristian CITU.
  4. @Thomas D. & Cristian CITU: Thanks for the suggestions. We’ll make sure to see if we can make user management more robust when we take a look at updating it.

    Posted 4 months ago by Johan Lieu.
  5. Agree whole heartedly with Thomas D. - his comments 1-3 in particular

    Posted 3 months ago by Leslie.
  6. Cristian is spot-on. A folder structure NEEDS.TO.HAPPEN. I would further add, in addition to Cristian’s suggestions, that the folder structure should include a User Organization element for the Admin.

    This was requested in 2010 I believe, and “way back then” it was promised that this was a feature Wufoo was working on. Grain of salt.

    Posted 2 months ago by Robin R..
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    The Wufoo Blog is the official online publication written by the developers of Wufoo about their online form builder, form-related technologies, and whatever else may fit their fancy—like robots.

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