The Teams feature in Array allows you to group users and manage their access levels efficiently. By assigning users to specific teams, you can control what they see, edit, and do across your forms, folders, reports, and submissions.
This article covers everything you need to know about using Teams, including:
Understanding team roles and permissions
Creating a new team
Adding users to a team
Assigning teams to folders
Removing users from a team
Deleting a team
Understanding Roles & Permissions
Each user in a team can be assigned a role, which defines what they can access or manage within Array. These roles are selected when setting up or editing a team.
Available User Roles:
Role | Access & Permissions |
Account Admin | Full access across all folders and features. Can manage users, forms, themes, reports, and submissions. |
Client Reports | Can access the report dashboard and view both their own and all submission data. |
Data Entry User | Can open and complete forms, but cannot view or manage submissions. Ideal for field staff. |
Field Manager | Has access to assigned folders and can view/edit all submissions within those folders. |
Form Editor | Can edit and share forms, manage themes, and view/edit submissions and reports. |
Operator | Can submit forms and view/edit only their own submissions. |
Own Reports Access | Can view reports and only their own submissions. |
Reports Access | Can access all reports and see all submissions, including locations. |
Support User | Limited to using the in-app chat feature for support purposes. |
Creating a New Team
Click your profile icon (top-right corner) and select "Users & Teams."
Go to the Teams tab.
Click the plus (+) icon to create a new team.
In the pop-up window:
Enter a Team Name
Select a permission class (role)
(Optional) Restrict access by IP range
Click Add to create your team.
Tip: You can rename a team later by hovering over its name and selecting Rename.
Adding Users to a Team
From the Teams tab, click on the team name to open its details.
Go to the Users tab in the pop-up window.
Click Edit in the bottom right corner.
Select the users you'd like to add by checking the boxes next to their names.
Click OK to save your changes.
You can also update the team's permission class or toggle the team on/off using the team status option.
Assigning Teams to Folders
To give a team access to specific forms or folders:
Navigate to Folders from the left-hand sidebar.
Click the share (+) icon next to the folder you want to assign.
In the dropdown, select the Teams tab.
Search for and select the team you want to add.
Click Share to confirm.
⚠️ Note: Account Admins automatically have access to all folders and forms and won’t appear in the share list.
Removing Users from a Team
Go to Users & Teams > Teams.
Click on the team name and open the Users tab.
Click Edit in the bottom right.
Uncheck the box next to the user(s) you want to remove.
Click OK to apply changes.
You can also remove a team's access to forms and folders via the Access tab.
Deleting a Team
In the Manage Teams page, hover over the team name.
Check the box on the left side of the team.
Click the Delete button that appears at the bottom.
Deleting a team removes its access and associations, but does not delete individual users from your account. To remove users entirely, refer to our Managing Users article.
Summary
Teams make it easy to manage access and organize users based on roles.
Assign roles that match user responsibilities.
Share folders and forms with entire teams instead of individuals.
Update, remove, or delete teams as your organization evolves.