Manage dashboard users and roles

This guide is for a Primary Owner or a Manager whom your install allows to open Settings → People & access (the code checks dashboard_can_manage for managers). You will invite users, assign primary_owner, manager, or viewer roles, and tighten access when someone leaves. It does not cover Linux system accounts. It only covers dashboard users stored for WCKD Forms.

  • 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.

Screenshot. Show the settings sidebar with People & access highlighted.

You create a Manager or Viewer account through the supported flow (email invite or on-server creation per your build).

  1. Locate the invite or add-user section.
  2. Enter the person’s email, display name, and choose Manager or Viewer (Primary Owner is not created through this path).
  3. Submit the form and complete any confirmation step the UI requires.
  4. Send the invitee the password-reset or signup link your installation emails.

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 full access (or equivalent) only when policy allows that person to run licence and export 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.
  • Invitee never receives mail: SMTP or mail() is misconfigured; fix Settings → Operations or installer mail, then resend.
  • Manager cannot open People & access: that account lacks dashboard_can_manage; sign in as Primary Owner and adjust permissions in your build.
  • Two Primary Owners expected: the product keeps a single Primary Owner; use the promote flow instead of duplicating the role.
  • 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.