Create New User

Create a user, assign a role, and grant access to forms or form collections. Optionally send an invitation email so the user can set their own password.

Steps

Open Users

Go to the left sidebar and choose Users (people icon). See screenshot: Users list with New User button (top-right).

Click New User (top-right)

Button highlighted in purple in the Users list view.

Fill Details

• Username (required)
• User type (required)
• First Name, Last Name
• Email, Phone
• (Optional) Send Invitation Email — enables subject and message fields to customize the invite; user will create their own password using the link.
• Notes — internal notes visible to admins only.
• Some servers include custom fields when creating users; ask your administrator if unsure.

Assign Roles

Open the Roles tab and select one or more roles (e.g., Admin, Data Collector, Tasks User). Each role shows a short description.

Set Access to forms

Open the Access tab.

• Grant access by selecting form collections (left column) or individual forms (right table). Use checkboxes to include items.
• Or click Copy Access to copy access from another user to speed up setup.

Save

• Click Save and Invite to save the user and send the invitation email (if enabled).
• Or click Save to create the user without sending an invitation.

FAQs

How do invitations work?
When Send Invitation Email is checked on the Details tab, Zegeba emails the user a link to set their password. The subject and message can be customized before saving.

What if my server shows extra custom fields?
Some customers have custom fields during user creation. These are specific to your server setup. If unsure what to enter, contact your administrator.

Can I create a user without an email?
Yes, but the user cannot reset their password without a valid email. Invitations also require an email.

What roles should I choose?
Pick the minimum roles needed. For data entry only, select Data Collector. For managing forms, choose Form Manager. For full administration, use Admin (has broad privileges).

How do I quickly mirror another user’s permissions?
Use Copy Access in the Access tab to copy form/collection access from an existing user.

Why can’t the user see a form after I created them?
Check that: (1) the user’s role allows viewing/editing data, and (2) the Access tab includes the necessary collection or forms. Also verify the form is Published.

What’s the difference between Save and Save and Invite?
Save and Invite both creates the user and sends the invitation email (if enabled). Save creates the user without sending any email.

Article ID: 295