# User Roles & Groups

Metaforms allows you to easily manage who can view or edit your survey projects, offering robust controls through **User Access** and **User Groups**.

Each **user** in Metaforms represents an individual who can:

* View, edit, or manage survey projects
* Be assigned **roles** like *Editor*, *Admin*, or *Owner*
* Be added at any time to a project via the **Access Management** panel in the Overview tab

You can search for existing users or add new ones by email. Their assigned role determines what level of interaction they have within the survey - whether that’s simply viewing changes or managing the survey’s full lifecycle.

## :closed\_lock\_with\_key: Understanding User Roles in Metaforms

| Role   | Permissions                                                                                                                                                                                                            |
| ------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Owner  | <p>- Manage users<br>- Create new surveys & templates<br>- View and edit <em>all</em> surveys and templates<br>- Access data retention controls</p>                                                                    |
| Admin  | <p>- Manage users<br>- Create new surveys & templates<br>- View and edit <em>all</em> surveys and templates</p>                                                                                                        |
| Editor | <p>- Create new templates<br>- View and edit <em>only</em> the surveys they created or have been granted access to (via individual assignment or User Groups)<br>- View and edit <em>all</em> templates in the org</p> |

{% hint style="info" %}
**Note:** Only **Admins** and **Owners** have full organization-wide access. Editors need to be granted explicit access to projects.
{% endhint %}

## :heavy\_plus\_sign: How to Add a new user?

Navigate to the '**Users'** Tab -> Click on '**+ User'** at the top right of your screen.

<figure><img src="https://1402057010-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FgtHd8o9ldznZ1hKHiZvc%2Fuploads%2FdrfCHsHH42YD58vcnzgT%2Fimage.png?alt=media&#x26;token=34de40c1-4b87-415b-91b7-15a1d0e82e4e" alt=""><figcaption></figcaption></figure>

**Step 1 : Choose Role for new user**

You can choose the role you want to assign to the new user - Admin/Editor/Owner.

**Step 2 : Choose the Products for new user**

You can choose what products in Metaforms are accessible to the new user \
(Survey Programming / Data Processing)

**Step 3 : Details**

In this step, you can enter the Name, Email, Password and Disable/Enable tutorial mode for this new user.

{% hint style="info" %}
Every user needs to have their own Decipher API key setup.
{% endhint %}

## :repeat: How to Change Permissions for existing users?

In the **Users** Tab, you can have an overall view of all the existing users in a project and change existing users permissions/access.

Navigate to the specifc user -> Click on the Actions for that specific user.

You can edit the access/permissions for the user here.

<figure><img src="https://1402057010-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FgtHd8o9ldznZ1hKHiZvc%2Fuploads%2FMt1PqezDs2DlnIHAQJ0m%2FScreenshot%202025-06-20%20at%207.30.09%E2%80%AFPM.png?alt=media&#x26;token=1e99161e-96c3-4fd7-8b06-9abc08086e50" alt=""><figcaption></figcaption></figure>

## :wrench: Setting up User Groups and Access Controls

We’ll walk through how to **create and manage User Groups in Metaforms** to control access to surveys and templates efficiently - especially useful when collaborating with large teams or across departments.\
\
Metaforms supports access control via **User Groups**, allowing you to assign editorial access more efficiently.

**Step 1: Assign Users to Groups**

1. Navigate to **Users**
2. Select the desired user
3. Click **Manage User Group** to assign them to a group

**Step 2: Grant User Group Access to Projects**

1. Go to the desired **Survey**
2. Open the **Overview** tab
3. Select **Access Management**
4. Assign relevant **User Groups** to the project

{% hint style="info" %}
**Reminder:** By default, **Admins** and **Owners** have access to *all* projects.
{% endhint %}

{% embed url="<https://www.youtube.com/watch?v=A71qmmiJBr0>" %}