User Management and Licensing 

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As an administrator of your FormAssembly instance, you can add, deactivate, restore, or edit users. You are also able to set and refine the permissions available to your users. 

Accessing the Admin Dashboard

To perform the tasks below, you will need access to the Admin Dashboard. This can be found by going to the dropdown menu next to your name, at the top of the FormAssembly app. From here, you'll be able to select "Admin Dashboard"

Adding a User

  1. Browse to: Admin Dashboard | Users

  2. Click Add New User on the left side menu.

  3. Set the Authentication Type to FormAssembly.

    • A local database setting indicates that passwords are stored locally and the application authenticates users directly.

    • If you would like to use SSO as your Authentication Type, please note that your FormAssembly username should match your SAML or Salesforce username.

  4. Fill in the Contact and Company Information sections.

  5. Open the Permissions tab to apply they user permissions. To learn more, continue to the User Permissions section below. 

If you are interested in increasing your user quota, please see our section on Account Management & User Quotas.

Note: There is a fee associated with increasing your user quota. Please contact your account executive for information.  If you do not know your account executive, please reach out to our support team for assistance.

User Permissions

To add, remove, or edit user permissions, follow these steps. 

  1. Open Admin Dashboard | Users to begin.

  2. Locate the user within the All Users list. 

  3. Select the user and navigate to the Permissions tab.

  4. The Permissions tab displays each of the available Permission Packages. You can apply any Permission Packages with an available quota to the user. 

  5. Once you have selected the Permission Packages that will apply to the user, you can expand them further by clicking View. This will expand the list of available permissions for fine-tuning, grouped by Permission Sets.

  6. Selecting the checkbox on a Permission Package will also apply all of the related permissions to the user. You can then uncheck any permissions you would like to remove.  

Deactivating a User

  1. Browse to: Admin Dashboard | Users

  2. Select the user you would like to delete, either from the list or through the Search.

  3. Click the Deactivate link.

  4. Enter a reason for the deactivation and confirm.


  • Forms that belong to a deactivated user will no longer be available, and the application will no longer accept response submissions for those forms. You must move the forms to another active user before deactivating the owner.

  • A deactivated user may no longer log in and access their data.

Editing a User

  1. Browse to: Admin Dashboard | Users

  2. Select the user you would like to edit, either from the list or through the Search.

  3. Click Edit and proceed to make any necessary changes. 

  4. Click Apply when finished.

Restoring a User

  1. Locate the user in the All Users page.

  2. Click on the Username or select the Edit button for the desired user.

  3. In the Details tab, click the Reactivate User link.

Once the account is reactivated, all forms and all previously received responses will become available again.

Changing/Replacing an Account Admin

If you need to change the admin listed on your account, you can edit your existing admin's information to update it. All FormAssembly forms will then be under the new admin's account. Please make sure that your new admin has access to your FormAssembly account before leaving your organization or changing roles.

You will also need to contact your Customer Success Manager so that we can update your account information in our customer database.

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