Roles & Permissions

BttrForm uses a role-based access control system to give you precise control over what every team member can do within a workspace. Each role grants a specific set of permissions, from full administrative control to read-only access. Understanding these roles helps you set up your team securely and efficiently.

Role Definitions

BttrForm provides four built-in roles. Each workspace must have exactly one Owner, but can have any number of Admins, Editors, and Viewers.

Owner

The Owner is the person who created the workspace. This role has unrestricted access to every feature and setting, including billing management and the ability to delete the workspace entirely.

There is exactly one Owner per workspace
Ownership can be transferred to another Admin
The Owner cannot be removed from the workspace

Admin

Admins have nearly the same capabilities as the Owner, with the exception of billing management and workspace deletion. Admins are ideal for team leads or managers who need full operational control.

Can invite and remove team members
Can change roles for Editors and Viewers
Can manage workspace settings (name, branding, integrations)
Cannot access billing or delete the workspace

Editor

Editors are the primary content creators. They can build forms, manage responses, and configure form settings, but they cannot modify team membership or workspace-level settings.

Can create, edit, duplicate, and delete forms
Can view and export responses
Can configure form logic, themes, and integrations
Cannot invite or remove team members
Cannot change workspace settings

Viewer

Viewers have read-only access. They can see forms and responses but cannot make any changes. This role is perfect for stakeholders who need visibility without the risk of accidental edits.

Can view forms and their configurations
Can view and export responses
Cannot create, edit, or delete forms
Cannot modify any settings

Default Role

When you invite a new team member without specifying a role, they are assigned the Editor role by default. You can change this at any time from team settings.

Permission Matrix

The following table provides a detailed breakdown of what each role can do across key areas of BttrForm.

Form Management

Permission	Owner	Admin	Editor	Viewer
Create forms	Yes	Yes	Yes	No
Edit forms	Yes	Yes	Yes	No
Delete forms	Yes	Yes	Yes	No
Duplicate forms	Yes	Yes	Yes	No
Publish / unpublish	Yes	Yes	Yes	No
View forms	Yes	Yes	Yes	Yes

Response Management

Permission	Owner	Admin	Editor	Viewer
View responses	Yes	Yes	Yes	Yes
Export responses	Yes	Yes	Yes	Yes
Delete responses	Yes	Yes	No	No
View AI insights	Yes	Yes	Yes	Yes

Team Management

Permission	Owner	Admin	Editor	Viewer
Invite members	Yes	Yes	No	No
Remove members	Yes	Yes	No	No
Change member roles	Yes	Yes	No	No
Transfer ownership	Yes	No	No	No

Workspace Settings

Permission	Owner	Admin	Editor	Viewer
Edit workspace name	Yes	Yes	No	No
Configure integrations	Yes	Yes	No	No
Manage custom domains	Yes	Yes	No	No
Access billing	Yes	No	No	No
Delete workspace	Yes	No	No	No

Changing Roles

Owners and Admins can change the role of any team member (except the Owner) at any time.

How to Change a Role

Navigate to Settings > Team.
Find the team member whose role you want to change.
Click the role dropdown next to their name.
Select the new role from the list.
The change takes effect immediately.

Team Member:  jane@company.com
Current Role: Editor
New Role:     Admin
Status:       Changed instantly

Downgrading Roles

When you downgrade a team member's role (for example, from Editor to Viewer), they immediately lose the ability to perform actions associated with the higher role. Any forms they were actively editing will become read-only for them.

Transferring Ownership

Only the current Owner can transfer ownership. This is a two-step process to prevent accidental transfers:

Go to Settings > Team.
Click the three-dot menu next to the Admin you want to make Owner.
Select Transfer Ownership.
Confirm by typing the workspace name.
The previous Owner is automatically downgraded to Admin.

Irreversible Action

Ownership transfer is immediate and cannot be undone by the previous Owner. The new Owner must transfer it back if needed. Only Admins can receive ownership -- you cannot transfer directly to an Editor or Viewer.

Best Practices

Principle of least privilege -- Assign the minimum role necessary. If someone only needs to review responses, make them a Viewer rather than an Editor.
Limit the number of Admins -- Having too many Admins increases the risk of accidental configuration changes. Most teams work well with one or two Admins.
Audit roles regularly -- Review your team list quarterly. Remove members who no longer need access and adjust roles that no longer match responsibilities.
Use Editors for form creators -- The Editor role is designed for day-to-day form building. Reserve Admin for people who genuinely need to manage the workspace.

Pro Tip

If you need granular control beyond the four built-in roles, contact us about Enterprise custom permissions. Enterprise plans support field-level access controls and custom role definitions.