Manage dashboard users and roles

This document describes dashboard users in WCKD Forms: how to create accounts, assign roles, and control who can qualify leads or change settings. It covers dashboard users only — not Linux system accounts.

Only a Primary Owner or a Manager with Allow manager full access can create users and open all Settings tabs. Regular Managers see People & access for their own row only.

  • You are signed in with permission to open Settings → People & access.
  • You know the email address each invitee will use to log in.

You reach the user list for the installation.

  1. Click Settings in the main dashboard navigation.
  2. Open the People & access tab.

WCKD Forms does not email an invite link. You set the initial password when you create the account.

  1. On People & access, open the add-user form.
  2. Enter email, display name, password (minimum 8 characters), and choose Manager or Viewer.
  3. Submit. Share the login URL and credentials through your secure channel (password manager, in person, etc.).
  4. Optional: check Allow manager full access if this Manager should open Forms, Operations, and Admin tools.

Some installs let a Manager receive owner-level tools (for example Settings → Admin) without transferring Primary Owner.

  1. Find the user row on People & access.
  2. Toggle Allow manager full access only when policy allows that person to configure Forms, Operations, and Admin tools.
  3. Save and confirm the change with the affected user.

You downgrade or remove a person who no longer needs the dashboard.

  1. Use delete or deactivate when the UI provides it; otherwise set the role to Viewer and rotate credentials through your security process.
  2. Confirm the user cannot reach restricted settings after the change.

Important. Primary Owner transfer uses a dedicated promote flow in settings; do not attempt to “demote” the only owner without completing that flow first.

You prove the invitee can sign in with the expected role.

  1. Open a private browser window.
  2. Sign in as the invited user and confirm the navigation matches the role (Viewers lack settings write paths).
  3. Sign out and return to your Primary Owner session.

Common mistakes

  • User cannot sign in: confirm email and password; use forgot-password if configured.
  • Manager cannot open Forms or Operations: expected unless Allow manager full access is checked.
  • Viewer cannot change lead status: expected — Viewers are read-only in Inbox.
  • Two Primary Owners expected: the product keeps a single Primary Owner; use the promote flow instead of duplicating the role.

Related pages

  • Operations: defaults that apply to every user.
  • CSV export: Admin tools tied to owner or full-access Manager.
  • Notifications: mail delivery for invites depends on the same transport as submissions.