Subuser: give read-only access to users with their own login

  • Profile Image
    Al Quirt
    Asked on November 07, 2018 at 03:03 PM

    This collaboration feature will sometimes be very useful.

    But what we need more is a way for several people to have ongoing read-only access to the filled in forms, ideally each with their own login.



    This is a re-post of a comment on Understanding Form Collaboration

  • Profile Image
    arthurprc
    Answered on November 07, 2018 at 04:43 PM

    In order to set up read-only access for users with their own login, you'll need the User Management feature, with a JotForm Enterprise plan.

    https://www.jotform.com/enterprise/

    1541626916jotformenterprise.png

    Please Schedule a Demo or Contact Sales team in the Enterprise page explaining your business requirements.

  • Profile Image
    clcottawa
    Answered on November 07, 2018 at 05:43 PM
    I guess because we are grandfathered, it turns out that on our free plan we actually have one subuser. Is it possible to change this one user to a different person and still have it for free?

    Regards,
    Al Quirt
    CLC Ottawa

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  • Profile Image
    arthurprc
    Answered on November 07, 2018 at 06:51 PM

    This feature is no longer available for creating new sub-users, as you had been using it before, you're grandfathered, but only for existing sub-users.

  • Profile Image
    clcottawa
    Answered on November 07, 2018 at 10:43 PM
    Thanks for the response.

    We are a very small charity. We dont have the budget for an expensive enterprise plan. If we cant have sub-users in one of the lowest priced plans, we will have to get along without.

    What happens if at some point we upgrade, add sub-users, then downgrade after a few months? Do they lose their access?

    Regards,
    Al Quirt
    CLC Ottawa

    ...
  • Profile Image
    roneet
    Answered on November 08, 2018 at 03:42 AM

    I checked your account since you are having a free account so the sub-user feature cannot be grandfathered. You need to apply for our enterprise plan.

    You may also apply for our non-profit pricing. If you need to apply for the non-profit pricing, please go to this page, and submit your application:

    https://www.jotform.com/nonprofit/pricing/

    Thanks.

  • Profile Image
    clcottawa
    Answered on November 08, 2018 at 07:43 AM
    Thanks for the advice.

    We have just applied for non-profit status and were accepted.

    We do have one sub-user now. Because our courses are seasonal, we hope to pay during busy months and revert to free in between when there is nobody registering. I am just hoping that when we start paying, then drop back to free, we will not lose the one sub-user we have now.

    Regards,
    Al Quirt
    CLC Ottawa

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  • Profile Image
    roneet
    Answered on November 08, 2018 at 09:08 AM

    Since you already have a sub-user added in your account so you would be grandfathered to the sub-user feature.

    Let us know if you have any further questions.

    Thanks.

  • Profile Image
    clcottawa
    Answered on November 08, 2018 at 02:43 PM
    My concern was this:

    Case 1: A new user buys a paid plan that includes subusers, then downgrades to a plan that lacks that feature. I strongly suspect that the subuser(s) will be disabled.

    Case 2: We have one subuser now. If we stay with plans that do not support subusers, I am pretty sure that we will keep that feature. But if at any time we upgrade to a plan that officially allows subusers, then downgrade to what we have now, I expect that we will be treated like Case 1 and lose our grandfathered single subuser.

    This is probably not a real issue for us. We expect to upgrade and downgrade as required to support the number of PayPal transactions we get in any given month. But as far as I can see, none of the regular (non-Enterprise) plans have subusers. So we should be OK.

    Regards,
    Al Quirt
    CLC Ottawa

    ...
  • Profile Image
    Jed_C
    Answered on November 08, 2018 at 04:29 PM

    Case 1: A new user buys a paid plan that includes subusers, then downgrades to a plan that lacks that feature. I strongly suspect that the subuser(s) will be disabled. — You mean if a new user signs up for Enterprise and downgrades back to Free? The sub-user feature will now be only available for Enterprise users. You won't see this on Free version.

    Case 2: We have one subuser now. If we stay with plans that do not support subusers, I am pretty sure that we will keep that feature. But if at any time we upgrade to a plan that officially allows subusers, then downgrade to what we have now, I expect that we will be treated like Case 1 and lose our grandfathered single subuser. — The grandfathered single sub user will remain as it has been grandfathered. 

    Let us know if you have any questions or if you need further assistance.