With Jotform, you can manage and control the users who access your app while logged in to their accounts—whether they opened it from the invitation email you sent, are viewing a page in your app that you’ve set to require login, or simply logged in while accessing the app through its direct link. This gives you a clear view of who is using your app, helping you stay organized and keep your app secure as it grows.
Whether you’re running a small team, sharing a private app with clients, or managing internal tools for your business, this feature makes it easy to track user activity and ensure the right people have access to the right content. It helps you maintain a smooth, controlled experience for everyone involved while giving you confidence that your app is being used appropriately.
Viewing App Users
Viewing app users helps you see key details about who has accessed your app. You can view information such as their name, email address, when they first accessed your app or were invited, and the most recent time they opened it. Here’s how:
- In App Builder, in the purple navigation bar at the top of the screen, click on Publish.
- Now, in the menu on the left side of the page, click on App Users.
That’s it. Now, in the App Users section on the right, you can quickly view all this information and make the following changes:
Changing App User Roles
Changing user roles lets you control what each person can see in your app. Assigning the right role helps manage visibility for pages and elements, so users only access content meant for them. You can do it in a few simple steps:
- While in the App Users section, under the Role column, click on the current role next to the user you want to assign.
- Then, in the menu that opens, select the different Role option.
- To add another role, click on Add Role at the bottom of the Role menu.
- Next, in the Input Box that appears, enter the new role, and then click on Create next to it.
- Now, click on the Drop icon next to the Role option.
- Then, in the menu that opens, select the color you want.
- Now, click on the Three Dots icon next to the Drop icon.
- Next, in the menu that opens, click on Edit to change the role’s name or select Delete to remove the role you’ve added.
That’s it! You can now easily identify roles by their names and colors and manage app users.
Note
Once you select a role, the change takes effect right away and updates what the user can see the next time they access your app.
Adding App Users
You can invite more people to access your app, whether you’re adding more people to your team or sharing your app with clients. You can also control what they can see based on their assigned roles. Follow these quick steps to get started:
- While in App Builder, under the App Users section, click on Add User.
- Then, in the Add New User window that opens, under the Invite By Email tab, enter the email addresses of the users you want. You can also add an optional message to include in the invitation email.
- Next, under the Email Addresses section, click on the Downward Arrow icon next to Role.
- Now, in the Dropdown menu that opens, select the role you want.
- To invite multiple users at once, click on the Upload icon next to the Email Addresses section.
- Then, in the menu that opens, click on Upload CSV File to import your file or Download Sample CSV to get a sample file.
- Once everything is set, click on Send Invitation.
You can also share your app using a link by following these steps:
- While in App Builder, under the App Users section, click on Add User.
- Then, in the Add New User window that opens, click on the Invite By Link tab.
- Now, under the Link to Share section, click on Copy Link.
That’s it. You’ve successfully added new users, and you can now assign roles and manage their access.
Notes
- Invited users will be prompted to log in or sign up for an account when they open the app from the invitation email, even if the app is set to public.
- When inviting multiple users at the same time, each user receives a separate invitation email and won’t see who else was invited.
- Newly added app users are automatically assigned the second default role option.
Removing App Users
Removing app users lets you revoke access for people who no longer need to use your app. This is helpful when someone leaves your team, access is no longer required, or you want to keep your app secure and up to date. Here’s what to do:
- While in App Builder, under the App Users section, tick the box next to the user’s name.
- Then, click on Remove Users at the top-right of the page.
- Now, in the Confirmation window that opens, click on Yes, Remove.
You’re all set! The user can no longer access your app, but you can invite them again anytime.
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