Permissions - Creating Roles in a Team

Teams are the primary administrative unit within ClearForms.  Many smaller governments have all their forms on one Team, while other ClearForms users have one Team per department or business unit.  By assigning tasks to roles instead of users, movement within your company will not affect the form from proceeding to the next task.

Pro-Tip: Check that all necessary managers (people who can add forms to the Team and/or configure Roles) and finance people have been added to the default or custom team Roles.

Roles

There are four built-in Roles for each Team (Team Owner, Team Member, Team Finance Manager, and Team Finance Member). As an admin and creator of a form, you are the one who is setting up the Form, therefore, you are the Team Owner. 

Team Owner Role

The Team Owner Role:

•  is the highest level of Administrative Role 
•  can edit all Team settings and determine the permission level for all other Roles

It is recommended to limit the members of the Team Owner Role since users will always have full permissions and access to the application.  Note: A user can have many roles within various teams.

Team Member Roles

Now let's talk about Team Members and defining what other team members can do. You will have the same set of options for potential Role permissions for each new Role you create, which include:

• Team Form creator - whether the Role can add new forms to the Team
• Team Settings manager - whether the Role can adjust the team name, logo, or URL
• Team Finance Manager - can access and manage Team finance settings and edit the Payout Preferences (transaction data and change finance settings including Team bank account information, transfer frequency, and statement descriptors). Note: Team finance settings are found in the Finances tab on the Team page.
• Team Finance Members - can access the Team's transaction history and manage charges disputes. The Team’s Transactions and Charge Disputes can be found beneath the Finances tab on the Team page.

+Adding a New Role

You may add as many additional Roles to your team as you'd like. We recommend you use a Role name that will be understandable to your colleagues (such as "Fire Department Review Group") since you'll be able to use the same Role on multiple forms on the same Team

From the Team, select the Roles tab. 

To add a role, select Add New Role. 

1. Enter the Role name.
2. Toggle on preferred Role permissions.
3. Next, select who can edit or delete this role: Team Members, Role Members & Team Owners, or Team Owners. 
4. It's a good idea to add yourself to all the roles in case a role is unfilled and you need to approve a form or two. 

Finally, select the Save button to add the new role. 

Review steps with Roles

It's strongly recommended that you have a Role as a Reviewer (rather than or at minimum in addition to any individual's ClearForms account).  The Roles feature allows you to easily swap people in and out of Review functions when you need to. When a new staff person takes over for someone who is on leave or who has changed roles, the new person will need to have access to all pending submissions that are awaiting Review, including the ones that were started before any personnel changes were made. That's possible via Roles!

Note: If there is more than one person in the Role, once one person reviews that review is deemed complete.