Not everyone on your team needs to be allowed to do everything in Funnelforms. With four rights you control per WordPress role who edits forms, sees and exports entries and changes the settings. This protects entries with contact data from unnecessary access.
Requirements
- Funnelforms Free 5.0 or Funnelforms Pro 5.0. The rights table is included in both editions.
- You are an administrator. Only users who can manage options (
manage_options) see and change the rights table. This way nobody can widen their own rights.
Where to find it
Funnelforms → Settings → Rights, card "Rights per role"
Features at a glance
The table has one row per WordPress role and four columns:
| Right | Allows |
|---|---|
| Edit forms | Creating and changing forms, using the editor, switching the renderer of a form |
| See entries | Seeing entries, their files and the statistics, in the editor also the switch Analytics on the canvas (Pro only) and the figures on the canvas, exporting the statistics, being assigned entries, using the app (Pro only) |
| Export entries | Exporting entries as CSV (includes "See entries") |
| Delete entries | Deleting entries for good (since 5.0.8, includes "See entries"). Archiving stays with "See entries". |
| Change settings | The page Settings and, in Pro, the page Support: privacy mode, spam protection, mail sending and test mail, deletion periods, webhook secret and websites for embedding (Pro only), migration runs |
Administrators always have all four rights. Their row is locked.
Step by step
- Open Funnelforms → Settings → Rights.
- In the card "Rights per role", find the row of the role, for example "Editor".
- Tick the rights this role should get in the columns.
- Untick rights the role should not have.
- Click Save rights.
- Check that "Rights saved." appears.
How it works
What happens when I tick "Export entries"?
When you save, the role automatically gets "See entries" as well. Exporting includes seeing.
What changed with "Delete entries"? (since 5.0.8)
Up to 5.0.7, every role with "See entries" could also delete. Since 5.0.8 this is a right of its own. Roles that could see entries got "Delete entries" with the update, so nothing changes until you remove the tick. Without the right, Delete is missing on the Entries page; archiving still works.
What about administrators?
Users who may manage options always have all four rights, without a change to their role. Their row in the table is locked.
What is reserved for administrators?
Some things cannot be set through this table:
- Allowing the tracking code (the user also needs the right to publish unfiltered HTML).
- The rights table itself.
- Deleting notes of other users.
- The pages of Funnelforms 3 (they keep their previous check).
- The setup assistant.
- The account under Funnelforms → Account (Pro only).
- Granting support accesses (Pro only).
- The tab Backup and way back (Pro only).
Who sees which menu items?
| Menu item | Right |
|---|---|
| Overview and the editor | "Edit forms" |
| Entries and Statistics | "See entries" |
| Settings | "Change settings" |
| Support (Pro only) | "Change settings" |
| Account (Pro only) | administrators only |
| Pro features (Free only) | "Edit forms" |
Automation tokens under Settings → Interfaces (Pro only) need "Change settings" together with "See entries".
In the editor, Funnelforms shows the switch Analytics, the shortcut A and the figures on the canvas only with "See entries". Someone with only "Edit forms" builds forms without these figures.
What may a support access do? (Pro only)
If you give the Funnelforms support an access on the Support page, it is an administrator of the whole website since 5.0.5, for 72 hours since 5.0.8, and so has all rights; details in Granting support access. It cannot log in with a password or an application password. Only an access with the role "Funnelforms support" has the plugin's rights without "Export entries" and "Delete entries".
Is the change recorded?
Yes. Every change appears in the log of administrator actions as "Rights of a role changed". In Pro you see the log under Funnelforms → Support in the diagnostics. When the plugin is uninstalled, the four rights are removed from all roles.
Best practices
- Give roles only the rights they need for their work.
- Grant "Export entries" sparingly: an export contains contact data.
- Grant "Change settings" only to people who are responsible for privacy, spam protection and deletion periods.
- Check the table after larger team changes.
Troubleshooting
| Problem | Cause | Solution |
|---|---|---|
| The card "Rights per role" stays empty. | Your user may not manage options. | Log in as an administrator. |
| The ticks of a role cannot be changed. | The role may manage options and always has all rights. | This is intended. |
| A user does not see the menu item "Entries". | Their role does not have "See entries". | Grant the right in the table. |
| "See entries" was ticked in addition. | "Export entries" includes "See entries". | Not an error; both apply together. |
| A user does not see Delete at entries. | Their role lacks "Delete entries" (since 5.0.8). | Give the right in the table if they should delete. |
Tips
Note: The role "Funnelforms support" appears in the table once you have granted a support access "Funnelforms only" in Pro. It belongs to that access; leave it as it is. Even with a tick at "Export entries", a support access cannot export.
- Developers can also read and set the rights through the REST route
funnelforms/v1/roles(administrators only). - The table lists all WordPress roles of your website, including ones you created yourself.
FAQ
How many rights are there? Four: "Edit forms", "See entries", "Export entries" and "Change settings".
Can administrators always do everything? Yes. Administrators always have all four rights.
Can I give rights to a single user? The table works per role. You do not set rights for single users here.
Are the rights in Funnelforms Free too? Yes, all four and the table. Only the pages Support and Account do not exist in Free.