User roles establish the specific set of actions a staff member has access to for the district’s Informed K12 account. All users with an account start off as a Basic user who then can be designated one or more user roles depending on their role with the district.

User roles are not the same as form permission levels which grant specific permission only to particular forms. All user roles are managed by the district’s People Admin.

Note: Users do not need an account in order to fill out or approve a form. The link to fill out a blank form is typically posted on your district website, internal staff site, or shared via email.

Click below to find out about each specific user role.

Basic Users

Form Creators

Forms Admin

People Admin

Basic Users

All users with an account will have access to view their submitted and approved forms. They might also have specific form permission levels for particular forms they overlook. 

Form Creators

Form creators have access to build, test, and publish new forms that can be shared with staff. There are two different levels of form creators to account for any new form creators that are still new to form creation and could use an extra pair of eyes before their forms are published.

• Level 1 creators typically only need to create a few forms a year. They will be able to Test their new forms with the district, but their forms will be reviewed by the Informed K12 support team or a district Forms Admin (if given Form Creator role) who can publish the forms on their behalf. 
  
  
• Level 2 creators are more advanced and are generally the point of contact at the district when a new form for their specific department or at the district. These users will be able to publish their own forms after testing them and will not need to have them reviewed.
  Note: Level 2 creators will automatically be granted Level 1 access as well.

Forms Admin

Forms Admins have the capability to manage and edit ALL forms created at the district. They are able to perform all actions available for the form creator like transferring ownership, granting permissions, and editing the document fields. Depending on the district size and needs, this role is typically reserved for a very small set of users who assist form creators troubleshoot their forms. Note that in order for a Form Admin to publish forms, they need to be given Form Creator Level 2 role as well. 

People Admin 

People Admins have access to all user accounts across the district and are capable of updating account user roles and form settings associated with a particular staff member. These users help manage staff as they transfer to a different department or new hires need to be added to an existing process. They are also in charge of creating and updating centralized approver lists utilized by form creators across different forms.

Note: Thinking about granting new users form creator access? We now offer an on-demand form creator training program that staff can access to familiarize themselves with the form creation process. Please reach out to our team for more information about this program. 

User Roles Summary Chart

Visit our Staff Permissions help article to learn more about specific features available on our platform.