Permissions

Freeform supports granular access and management permissions for forms, submissions and settings. Simply visit the permissions page for users or user groups (Settings → Users → User Groups) to configure these permissions.

General

Access Freeform

Required for users to access Freeform at all.

Freeform

Access Submissions

Access to the Submissions list page.

• Read All Submissions - can view all submissions.
  • Checking this option supercedes all Read Submissions by Form options.
• Read Submissions by Form - individually set permissions by form.
  • My Form Name - can view submissions for this form.
  • If you'd like to give users access to read only some forms' submissions, check off the ones here. These selections will be overridden by the Read All Submissions checkbox. Manage permissions will also override any Read permissions.
• Manage All Submissions - can view, edit or delete any submission.
  • Checking this option supercedes all Manage Submissions by Form options and supercedes any Read permissions (above).
• Manage Submissions by Form - individually set permissions by form.
  • My Form Name - can view, edit or delete submissions for this form. Checking a form supercedes all individal Read permissions (above).
  • If you'd like to give users access to manage only some forms' submissions, check off the ones here. These selections will be overridden by the Manage All Submissions checkbox. Manage permissions will also override any Read permissions.

Access Forms

Access to the Forms list page.

• Create New Forms - can create new forms.
  • Any forms created by a user will automatically be given access to manage that particular form if they don't already have Manage All Forms enabled.
• Delete Forms - can delete forms.
• Manage All Forms - can edit any and all forms.
  • Checking this option supercedes all form checkboxes below.
• Manage Forms Individually - individually set permissions by form.
  • My Form Name - can edit this particular form.
  • If you'd like to give users access to only some forms, check off the ones here. These selections will be overridden by the Manage All Forms checkbox.

Access Email Templates

Access to the Email Templates list page.

• Manage Email Templates - can create, edit or delete email notification templates.

Access PDF TemplatesProNew in 5.6+

Access to the PDF Templates list page.

• Manage PDF Templates - can create, edit or delete PDF templates.

Access Quick ExportingPro

Access to the Quick Export tool and Export as CSV option in the CP Submissions index page.

Users will need to have access to read or manage any of the forms they wish to export data for.

Access Export ProfilesPro

Access to the Export Profiles list page and running of exports.

• Manage Export Profiles - can create, edit or delete export profiles.

Access Export NotificationsPro

Access to the Export Notifications list page and running of exports.

• Manage Export Notifications - can create, edit or delete export notifications.

Access Settings

Can access and update settings area for Freeform as well as access Error Log page.

Limited UsersProNew in 5.4+

If this permission is applied to the user or user group, their form builder experience will be limited to what is configured in the Limited Users feature settings.

Form Access DelegationNew in 5.15.23+

The Allow Assigning Permissions to Other Users permission setting lets non-admins that can administrate users hand out per-form Freeform access to tother users themselves without needing a super admin. For example, a marketing lead can give a teammate access to one specific form (and its submissions) without raising a ticket.

Previously this was impossible as Craft only lets you assign a permission you personally hold, and a user with Manage All Forms holds the all-forms permission, not the individual per-form ones — so the by Form checkboxes never showed up when they edited a user.

Set Up Delegate

To set up a "delegate" user (admin, one-time per person), follow the steps below:

1

Edit the user → Permissions → Freeform → tick Allow Assigning Permissions to Other Users (leave Access Forms and Access Submissions on).

2

Permissions → Users → give them Craft's Edit users + Assign user permissions (this is what lets them open another user's Permissions screen at all). Skip Administrate users unless you want them handing out Craft-level powers too.

3

Save the user account.

They can now open another user's Permissions screen and tick the specific forms/submissions that user should have.

Behavior

• On the delegate's own screen, the three by Form branches show greyed-out and fully ticked — they hold every form so they can hand out any of them. Nothing to manage there.
• When the delegate views another user's account those branches are editable, so the delegate picks exactly which forms that user gets.
• New forms are added to every delegate automatically. Deleting forms drop off automatically as well.
• Turning the flag off and saving cleanly removes all the per-form access again — no manual cleanup.

Important Notes

• Set it on individual users, not groups. Ticking it on a user group has no effect (enforced). Enable it per user.
• A delegate always holds every form and can't be scoped to a subset — that's a hard Craft rule. If someone should be limited to certain forms, they're a recipient, not a delegate — don't give them this permission.
• A form spans three checkboxes — Manage Forms Individually, Read Submissions by Form, and Manage Submissions by Form. To fully grant or remove a form for someone, set it in all three.
• For per-form limits to actually restrict what a regular user sees, their user group must grant Manage Forms Individually and Manage Submissions by Forms only. Never Manage All Forms or Manage/Read All Submissions (an All permission anywhere overrides per-form limits).