Sharing Forms

Mapalyze makes it easy to share forms with your team and invited collaborators. This article covers the supported ways to control who can access forms.

Sharing within your organization

By default, published forms are available to all members of your organization. When you publish a form, every team member with a Collector, Editor, or Admin role can see and use it.

Restricting forms to specific projects

If you want to limit a form's visibility to a subset of your team:

1. Open the form in the Form Builder.
2. Click Settings (the gear icon).
3. Under Access, select Project-based.
4. Choose the project(s) this form belongs to.
5. Click Save, then Publish.

Only team members assigned to those projects will see the form. This is useful for organizations with multiple departments, regions, or clients that should not see each other's forms.

Restricting forms to specific roles

You can also limit which roles can use a form:

1. In the form settings, under Access, set the Minimum Role to use the form.
2. For example, setting the minimum role to Editor means only Editors and Admins can collect data with this form. Collectors and Viewers would not see it.

This feature is uncommon but helpful for administrative forms like team self-assessments or manager checklists.

Sharing with external collaborators

Sometimes you need to share a form with people outside your core team, such as contractors or partner agencies. Use invited guest access so every submission remains tied to an accountable user.

Guest access

Invite external collaborators as Guest users:

1. Go to Settings then Team.
2. Click Invite Member.
3. Enter the external person's email address.
4. Select the Guest role.
5. Assign them to a specific project.

Guest users can only access the specific project they are assigned to. They cannot see other projects, organization settings, or team members outside their project. Guests can collect data and view their own submissions.

Guest users count toward your plan's member limit but have restricted access by design.

Sharing form templates

If you have built a form that could be useful for other teams or organizations, you can share it as a template:

1. Open the form in the Form Builder.
2. Click Settings then Export as Template.
3. Download the template file (.json format).

Share this file with others. They can import it into their own Mapalyze account:

1. Go to Forms then New Form.
2. Click Import Template.
3. Upload the .json file.
4. The form is created as a new draft in their account, ready to customize and publish.

Template sharing does not include any data -- only the form structure, field configurations, and conditional logic rules.

Managing shared access

To review who has access to a specific form:

1. Open the form settings.
2. Click the Access tab.
3. You will see a summary of how the form is shared: which projects it belongs to and which invited members or guests can access it.

To revoke access:

• For team members: Remove them from the project or change their role.
• For guests: Remove the guest user from the project in Team settings.

Revoking access does not delete any data that has already been collected. Previous submissions remain in your database.