User Licences
In IndyForms, there are two types of user licences:
Administrators – Full access to everything in the platform. No configuration needed.
General Users – Everyone who is not an Administrator.
By default, General Users can be added as a group to a form and assigned specific permissions. This makes it easy to grant "everyone else" in your organisation access to certain forms without setting permissions individually.
General Users vs Contributors
Contributors
Operate at the individual record level
Can only action their own assigned record (submit, edit, or view)
Cannot see all records or access form-wide settings
Assigned automatically when a user is given access to a record
General Users
Operate at the form level
Can be granted broader permissions such as creating new records
Can view all records if permitted
Applies to all non-Administrators across the platform
How to Configure General Users on a Form
Open your form in the Form Builder.
Go to the Settings tab.
Scroll to the Access panel.
Add the General Users group to the form.
Set their permissions (e.g., Create Records, Submit Records, Edit Records).
Click Publish to save your changes.
Note: Administrators always have full permissions by default, so no configuration is needed.
Example Use Cases
Feedback Form — All staff (General Users) can create and submit a record.
Incident Report Form — General Users can submit records; only Administrators can view or edit all records.
Leave Request Form — General Users can apply for leave; Administrators approve or reject requests.
Frequently Asked Questions (FAQs)
Q. Who counts as a General User?
A. Anyone in IndyForms who does not hold an Administrator licence.
Q. Can I remove someone from General Users?
A. No. General Users is an automatic group for all non-Administrators. To change their access, update the form’s Access settings.
Q. How is General Users different from Contributors?
A. Contributors are assigned when a user is given access to an individual record. General Users is a platform-wide group configured in form settings.
💡 IndyTips
Use General Users for company-wide forms where all non-Admins need access.
Use customised Groups when you need to restrict access to specific people only.
Keep sensitive forms limited to Administrators or specific Groups.
Start with minimal permissions for General Users and expand only if needed.