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FormFlows.ai gives you two distinct layers of access control: submission restrictions that govern who can fill in a form, and team access that governs who in your workspace can edit, view submissions, or delete forms.

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Public vs. restricted forms

By default, every published form is public — anyone with the link can open and submit it. You can switch a form to restricted to require sign-in or other conditions before a visitor can access the form. To change a form’s visibility:
  1. Open the form and click Settings → Access.
  2. Under Visibility, select Public or Restricted.
  3. Click Save.
If you switch a form from public to restricted after it has already been shared, existing links continue to work but visitors will be prompted to sign in (or meet whatever restriction you set) before they can see the form. Let your audience know in advance to avoid confusion during active campaigns.

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Submission restrictions

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Require sign-in

When sign-in is required, visitors must authenticate before the form loads. You can allow sign-in via a FormFlows.ai account or via your organization’s SSO provider.
  1. Go to Form settings → Access → Require sign-in.
  2. Choose FormFlows.ai account or SSO / SAML (SSO is available on the Business plan and above).
  3. If you choose SSO, select the identity provider configured in Workspace settings → SSO.
Respondents who are not signed in will see your form’s branding and a prompt to log in before the form fields appear.

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One submission per person

Limit each authenticated user to a single response. This is enforced by their FormFlows.ai account identity, so it requires Require sign-in to be enabled.Toggle on Limit to one submission per person under Form settings → Access. If someone tries to submit a second time, they will see a message telling them they have already responded, with an option to edit their existing submission if you have enabled editing.

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IP allowlist

Restrict form access to specific IP addresses or CIDR ranges — useful for internal forms that should only be accessible from your office network or VPN.
  1. Go to Form settings → Access → IP allowlist.
  2. Enter one IP address or CIDR range per line (for example, 203.0.113.0/24).
  3. Click Save.
Visitors whose IP address is not on the list will see a “This form is not available” message and will not be able to view or submit the form.
IP allowlists apply to the public-facing form URL. They do not affect team members viewing submissions in the dashboard — dashboard access is controlled by workspace roles.

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Password protection

Require a password to view the form. See Share links → Password protection for setup instructions. Password protection and sign-in requirements can be combined — the visitor must enter the password first, then sign in.

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Team access

Every member of your FormFlows.ai workspace is assigned a role that controls what they can do across all forms in the workspace. The available roles are:
RoleDescription
OwnerFull control over the workspace: billing, SSO, domain settings, member management, and all forms. There is exactly one owner per workspace.
AdminCan manage members and roles, configure workspace settings, and perform all form operations including deletion. Cannot change billing or transfer ownership.
EditorCan create, edit, and publish forms. Can view and export submissions for forms they have access to. Cannot delete forms or manage members.
ViewerRead-only access. Can view forms and submissions but cannot make any changes or export data.
To change a member’s role, go to Settings → Members, find the member, and select a new role from the dropdown. Changes take effect immediately.
Workspace roles apply to all forms in the workspace by default. You can narrow access further using form-level overrides (see the next tab).

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Workspace defaults vs. form-level overrides

FormFlows.ai applies access settings in the following order — more specific settings always win:
  1. Workspace role — applies to all forms unless overridden.
  2. Form-level override — applies to a specific form, overrides the workspace role for that form.
  3. Submission restrictions — applies to external respondents (not workspace members).
Your workspace has 10 forms. You hire a contractor to help with one specific registration form. You want them to be able to edit that form but not see anything else.
  1. Invite the contractor to your workspace. Assign them the Viewer workspace role so they have minimal default access.
  2. Open the registration form → Settings → Team access → Add member.
  3. Add the contractor and set their form-level role to Editor.
The contractor can now edit and publish the registration form. They will see other forms listed but cannot open or modify them, because their workspace role is Viewer and no form-level override grants them access elsewhere.
You want an employee survey to be accessible only to HR team members, not the broader company.
  1. Create the form and go to Form settings → Team access.
  2. Toggle on Restrict access to listed members only.
  3. Add each HR team member with the Viewer or Editor role as appropriate.
  4. Under Form settings → Access → Submission restrictions, enable Require sign-in and One submission per person.
Now only signed-in HR members can see submissions in the dashboard, and only authenticated employees can fill in the form.

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What’s next

Share links

Share your form via a direct URL, QR code, or email with optional password protection.

Embed a form

Add your form to any webpage using an iframe or JavaScript snippet.