With Formstack's Platform Subaccounts, multi-level organizations can now manage, access, and enable processes across multiple accounts using Formstack's workplace productivity platform. See how to set up and manage your subaccounts from parent and child accounts:
Purchasing and Provisioning your subaccounts
Managing your Subaccounts from the Parent Account
Managing Users and Usage as a Child Account Admin
Setting subaccount Granular Permissions for Standard Users
Purchasing and Provisioning your Subaccounts
Step 2: On the left-hand panel, select Manage Subaccounts then select Create Subaccount.
Step 3: Next, you will give your subaccount a Name, and enter the information of the subaccounts admin. Optionally you can add a logo to brand the subaccount.
Step 4: Select the plan level for this subaccount.
Step 5: Review the selections and confirm the purchase.
Managing your Subaccounts from the Parent Account
Once the subaccounts are created, as the Parent account you can manage your subaccounts in the admin panel.
Purchasing additional users and usage from the parent admin panel
Step 1: To add a user from the Parent Admin panel, select Manage Subaccounts, locate the subaccount you want to add users to, and select Actions and Manage Plan.
Step 2: Next, select Purchase Plan Extras.
Step 3: You will be able to update the subaccount user and usage totals for each of that subaccounts products. While you make adjustments to the plan the amount your payment on file will be charged will be reflected at the bottom of the page. Once you have made your changes, you can acknowledge them and select Request Plan Updates.
How to impersonate a user
Locate the Subaccount Switcher at the top left corner of the admin panel and choose the Subaccount you would like to impersonate:
You will now be logged in as an admin user, there will be a banner that indicates that you are logged in to a subaccount.
NOTE: All actions taken while a Parent admin impersonates a subaccount user will be logged as such internally. For example, if John Doe impersonates Jane Doe and deletes a form, we will log that deletion as being executed by John Doe.
Exporting subaccount information
Parent Admins and Standard Users with permissions to manage subaccounts can export a file of data pertaining to the subaccounts they manage by clicking ‘Export All’ in the top right corner of the Subaccount Management table.
The resulting file will include the following information:
- Org name
- Org id
- Is HIPAA plan, Yes or No
- Apps the subaccount has access to
- Forms Add-Ons the subaccount has access to
- Monthly revenue (if applicable)
- Primary email
- Subscription start
- Subscription End
- Suspended date (if applicable)
- Payment method
- Billing term
- Billing status
Note: Standard users with manage access to a partial list of subaccounts will only export the data of the subaccounts they can manage.
Suspending access to subaccounts
Parent Admins and Standard Users with permissions to manage subaccounts can suspend user access to a subaccount. Doing so will prevent all users on the subaccount from logging in to their subaccount, but will not affect the status of the live processes in the applications or the billing of the subaccount.
To suspend a subaccount, navigate to the Subaccount management table.
Then, click the ‘Actions’ menu item next to the subaccount you wish to suspend and select ‘Suspend’.
Next, confirm the suspension.
You will see the status of the subaccount change from ‘Active’ to ‘Suspended’.
When the suspended subaccount user tries to log in to their account, they will see an error message stating that they need to contact their Account Administrator.
To reactivate a subaccount, click the ‘Actions’ menu item next to the suspended subaccount and choose ‘Reactivate’ from the menu.
Next, confirm the re-activation.
You will see the status of the subaccount change from ‘Suspended’ to ‘Active’ and the users on the subaccount will now be able to log in to their account.
Switching into suspended accounts
Parent account users with subaccount access can still impersonate into suspended accounts. To do this, click ‘Switch to Subaccount’ in the Actions menu.
Note: All actions taken while a Parent admin impersonates a subaccount user will be logged as such internally. For example, if John Doe impersonates Jane Doe and deletes a form, we will log that deletion as being executed by John Doe.
If you no longer require a subaccount, you can remove it from your organization. To do this click the ‘Actions’ menu item next to the subaccount you wish to remove, and select ‘Remove’.
Note: This can also be done from the subaccount’s “Manage plans” page.
Next, confirm the removal of the subaccount. Note that the subaccount, if billed, will be removed at the end of the subaccount’s billing period.
Once confirmed, the status of the subaccount will update to “pending removal”. Admins may still add provision additional users and usage to the account until the end of the subaccount’s billing period.
After the subaccount is removed from the Parent account’s management, the subaccount Admin will be required to enter a new payment method on next login.
Managing Users and Usage as a Child Account Admin
Child accounts depend on parent accounts to add user seats and usage. While they are unable to make changes directly to the account they can easily request changes directly to their parent account from the Formstack ID admin page.
How to request users and usage
Step 1: While logged into a child account, navigate to the admin page and choose Request Plan Updates from the Billing & Plan Information.
Step 2: Select the plan updates you would like to request and select Request Plan updates.
Step 3: Your parent account administrator will receive an email describing the request with a link to allow them to easily make the requested changes.
Communicating out to the parent account or submitting a support ticket
As a child account admin user, you may have to reach out for support to either your parent account administrator or Formstack's support team. This is easy to do from the child accounts admin page.
To reach out for support, navigate to the Billing & Plan information page and locate the box labeled “Looking for some help”. From there you can contact your parent account administrator via email or create a support ticket directly to Formstack's support team.
Setting subaccount Granular Permissions for Standard Users
Org Admins on Parent Accounts can grant Standard Users the ability to:
- Manage some or all subaccounts
- Can edit and remove subaccounts
- Create subaccounts
Please note - This feature is Only available to Parent accounts of the Subaccount account structure
Step 1 - Navigate to the admin page and choose the Users section on the left and then select the edit profile option on the user you're like to grant access to by clicking on the avatar or selecting the action button as shown below.
Step 2 - Navigate to the Standard role permissions section and select Subaccounts from the list. This will open up another sub-section that will allow you to grant access to select subaccounts or the ability to create brand new subaccounts as shown below.
Step 3 - Click Save Changes once you're finished with configuring the user.
Removing Subaccounts
Parent Admins have the option to dissociate subaccounts from their parent account.
When a Parent Admin removes a subaccount, it remains active and linked to the parent account until the current billing cycle ends (its next bill date). On that date, the subaccount will be detached, suspended, and require a new payment method from the subaccount user for reactivation.
To do this, navigate to the Subaccount management table.
Then, click the ‘Actions’ menu item next to the subaccount you wish to remove and select ‘Remove’.
Next, Confirm the removal of the subaccount.
You will see a note on the subaccount that states ‘Pending Removal’ with a note stating that the subaccount is scheduled for an upcoming date.
Once the subaccount is removed on the billing date, Admins on the account will receive an email notifying them of the successful removal of the subaccount from the parent account.