A participant user is a user that can only participate in a workflow form and cannot access or build other forms on the account. For more information on building a workflow form, check out our series of videos here.
How to add Participant Users
Organization Admins can add Participant Users to their account in a few, easy steps. These users can only participate in Workflows and cannot view forms on the account.
First, navigate to the User Management page in the Admin Panel. You can do this by selecting 'User Management' from the header dropdown menu in any app.
Once on the User Management page, click ‘Add Single User’.
On the following modal, enter the email address of the user, assign the Organization role (Standard or Organization Admin), and under App Access choose ‘Forms’. Then, choose 'Participant User' and finish by clicking the ‘Add User’ button on the bottom right.
An invitation will now be sent to the new participant user. Once the user has accepted the invite, they will be available to use in Workflow Form steps.
Changing an existing user to a Participant User
On the User Management page, find the user you’d like to change and click on their avatar to edit the user by using the edit app access or edit profile options. Scroll down to the "Access to Apps" section and make sure the user has Forms and participant selected as shown below.
Next, under Access to apps, select ‘Save Changes’ on the bottom right of the page.
View Participant User Usage
To view your account’s Participant User usage stats, navigate back to Forms and click on the Account Usage page.
When it comes to your total usage, it's important to note that you can add as many participant users as you want to the admin panel, but your usage is only what you use in a particular month and resets monthly.
As an example, let's say you're a Higher Education organization using our platform and you've setup your workflow to have 5 possible participant users/deans who may need to approve a overtime request. The workflow has been setup so that any professor can submit the first step of a workflow to request approval for overtime pay/hours without needing to be a participant user. However, all of the deans will need to be added as potential approvers/participant users for any subsequent step. Let's say that for 1 month, only one of the 5 deans was assigned a step in the workflow, this would mean that you only used 1/5 of your 5 participant users for that month.
Frequently asked questions
What happens if I go over my participant limit? for example, I have a limit of 10 participant users, but I've created and added 15 possible participant to one of my workflows.
In this example, any participant user after the 10th would not be able to complete further steps in the workflow and would recieve a message to reach out to the owner of the form in order to increase the participant user limit.