Managing Groups and Divisions in Multi-User Accounts
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Managing Groups and Divisions in Multi-User Accounts

FluidSurveys is no longer selling multi-user accounts. If you are looking to collaborate on a survey, check out SurveyMonkey's team plans.

Once you have added users to a multi-user account you can organize them into groups. Groups allow users to collaborate on surveys and provide a way to give users different permissions and roles.

If your organization requires more complex group structures, you can organize your groups into divisions. For example, create a marketing division with groups dedicated to different verticals or create a HR division with groups for different office locations. Divisions also allow you to restrict access to a variety of features not governed by group permissions and designate more than one person to manage the groups within them.

Use groups alone if:

  • You only have need for one group or a few groups that aren’t related to one another.
  • You only need to have the account owner or a single user manage a group’s members and permissions.
  • Group members do not have the same role in more than one group.

Use divisions if:

  • You need to have more than one user manage a group.
  • You might need to change who is responsible for managing a group.
  • You want to group, groups based on your organization’s structure.
  • You have individuals who serve the same role in multiple groups. For example, a designer who styles surveys for all teams.
  • You want to restrict the number of surveys a user can create or email invites they can send per month.
  • You want to restrict access for some users to portals, integrations, automations, file library, SSO, settings, offline mode, or group management.
SituationStructure
Each group has a single manager who isn’t responsible for any other groups.Each manager creates the groups they will manage, no divisions are created.
Each group has more than one manager. Managers only manage one group.Account owner creates divisions, adds a single group to each division, and adds admin users as division members.
Many groups are managed by the same single manager. Each group has different members.The manager creates all groups they manage. No divisions are created.
Many groups are managed by the same couple of managers. Each group has different members.Account owner creates a division and adds managers as division members. Division admins add groups to the division but group members ARE NOT added as division members.
Many groups are managed by more than one manager, with some managers managing some groups and other managers managing others. Groups have different members.Account owner creates a division per set of managers and adds managers as division members. Admins add groups to the division but group members ARE NOT added to the division.
Many groups are managed by one or more managers. The same members are in each group and have the same role in each group.Account owner creates a division per set of managers and adds managers as division members. Division admins add users as division members, set their resource permissions, and create groups in the division.
Many groups are managed by one or more managers. Some group members are in all groups with the same role in each group and others are only in some groups and/or have different roles in different groups.Account owner creates a division per set of managers and adds managers as division members. Group members who have the same role in different groups are added as division members. Group members with different roles in each group are not added as division members.
Creating Groups

Groups let users share and collaborate on surveys. Group members can be given different sets of permissions or roles. The only users who can manage group membership and user roles are:

  • The account owner: Account owners can manage any group created by any user in the account they own.
  • The group creator: Groups can be created by either Admins or Members.
  • Admins of a division the group is part of: If a group has been added to a division, all admins of the division can manage it.
  • Admins of a division the group creator also belongs to: If a group's creator is a division member, admins of that division can add members to that group.
  • Admins who do not belong to any divisions: Admins who are not members of any division can add members to any group.

To create a group from the group page:

  1. Select Groups from the account name drop down in the upper right corner.
  2. Click + New Group in the upper left corner.
  3. Give your group a Name and click Create Group.
Adding Members to a Group

The group’s creator, the account owner, or, if the group is in a division, the admin of that division can add group members.

To add members to a group:

  1. Select a group you manage either in a divisions group list or from the groups page.
  2. In the Add Member… search box, enter the name or email address of the user you want to add and select the correct result.
  3. If user is an admin, they will have all permissions. If they are a member, they will be given whatever default role(s) you have selected in Settings. If they are a collector they will have permission to Collect Responses. If you also want to have them Create Collectors, click on the red text in the role column. If Create Collectors displays green, the collector has that permission.
Managing Roles and Permissions

Roles define what group members can do to surveys shared with the group. Use roles to designate a certain person to apply style, another person to edit the phrasing of questions, and another to share survey links to social media.

No matter their role in the group, a survey’s creator can take all actions on a survey they have created. Roles only pertain to members. Admins and collectors cannot be assigned roles. Members can be given one or more predefined or custom roles.

Resources set for division members override any roles set at the group level.

There are five predefined roles:

  • Analyze: Allows members to manage reports and responses.
  • Distribute: Allows members to create embeds, send survey invites with the invite tool, and view invite history.
  • Configure: Allows members to access the deploy link or QR code, share surveys to social media, or deploy in offline mode for the default collector and any collectors they have been designated as the owner of.
  • Theme: Allows member to access style tools and change the look and feel of a survey.
  • Create: Allows members to create and edit collectors and to edit, copy, or delete shared surveys.

If a member has no roles set, and has not been made the owner of a collector for a shared survey, they can only preview surveys shared with the group.

Setting Default Roles

Default roles determine what permission new members automatically are assigned when added to the group. If you do not set a default role, new members will be given no roles.

To set or change your default roles:

  1. Select Groups from the account name drop down in the upper right corner and select a group you manage from the groups list.
  2. Click the Settings tab.
  3. Click one or more roles you want to make default.

Applying and Saving Custom Roles

Saved custom roles can be set as your default and let you to apply the same permissions to members in the future with one click. If you are a member managing a group, you can give other members custom roles, but you cannot save these roles.

To save a custom role (only available for admins):

  1. Select Groups from the account name drop down in the upper right corner and select a group you manage from the groups list.
  2. Click the Roles tab and click + New Role.
  3. Give your role a name and click Ok. Members of a group will be able to see the names of roles applied to other group members when they visit the group page.
  4. Click on your new role in the list or roles and select the permissions you want to add to it.
  5. Click Set.

To apply a custom role to a member:

  1. Select Groups from the account name drop down in the upper right corner and select a group you manage from the groups list.
  2. Select the group members you want to give custom roles to.
  3. Select Set Member Permissions from the Member Actions drop down.
  4. Click Custom.
  5. Select the permissions you want to give your members and click Set.
If you add or remove a permission from a custom role, users who have already been assigned that role will not have those permissions added or removed. To apply roles changes to the member, manually clear roles from the member and re-add the role.

Click to see permissions in detail:

Permissions

Permissions determine what members can edit, view, delete, or create for shared surveys. Permissions are the building blocks of roles.

PermissionDescriptionIs part of default role
Can add collectorMembers can create collectors. They will not be able to see or manage other member’s collectors unless the view, change, and delete collectors permissions are also given to them.Create
Can add embedMember can create embeds. Member will be able to edit and delete any embeds they create.Distribute
Can add reportMember can create new reports if they also have the view reports permission.Analyze
Can add responsesMember can add or import responses.Analyze
Can add scheduled reportIf member also has the view reports permission, they can create scheduled reports.Analyze
Can change collectorMember can edit collectors made by others.Create
Can change embedMember can edit embeds made by others.Distribute
Can change reportIf member also has the view reports permission, they can edit reports made by others.Analyze
Can change scheduled reportIf member also has the view reports permission, they can edit a scheduled report made by others.Analyze
Can change surveyMember edit surveys made by others.Create
Can copy surveyMember can duplicate surveys made by others.Create
Can delete collectorMembers can delete collectors created by others.Create
Can delete embedMember can delete embeds made by others.Distribute
Can delete reportIf member also has the view reports permission, they can delete reports made by others.Analyze
Can delete responsesMember can delete responses.Analyze
Can delete scheduled reportIf member also has the view reports permission, they can delete scheduled reports made by others.Analyze
Can delete surveyMember can delete surveys made by others.Create
Can edit responsesMember can change responses.Analyze
Can edit themesMember can access the style tool to design the look and feel of surveys created by others.Theme
Can export responsesMember can export responses.Analyze
Can publish surveyMember can access the deploy link or QR code, share surveys to social media, or deploy in offline mode for the default collector.Configure
Can send invitationsMember can send email invitations to the survey.Distribute
Can view all collectorsMember can view collectors made by others.Not in default role
Can view invite historyMember can view the email invite history of others.Distribute
Can view reportsMembers can see reports they and others create. NOTE: This permission should to be coupled with any permission related to reports.Analyze
Sharing Surveys with a Group

Members or admins can create surveys and share them with groups they belong to. Other group members will be able to do things like edit, distribute, theme, or create collectors for shared surveys depending on their role in the group. Once a survey has been shared with the group, the only user that can remove it is the survey’s creator. Admins and members with permission to delete surveys may also delete it.

To share surveys to a group:

  1. Select Groups from the account name drop down in the upper right corner and select a group you want to share your survey to.
  2. Click the Surveys tab and select your survey from the + Add Survey drop down.

To remove a survey from a group (survey’s creator only):

  1. Select Groups from the account name drop down in the upper right corner and select the group your survey is shared with.
  2. Click the Surveys tab and select your survey from the list.
  3. Select Remove Survey(s) from the Survey Actions drop down.
Creating Divisions

The account owner is the only user who can create or delete divisions.

A few rules govern divisions:

  • A user can only belong to one division at a time.
  • Each user that is added as a member of the division will be added to ALL groups in the division and have the same permissions in all groups.
  • Members of groups in a division that have not been added as division members will NOT be added to other groups.
  • The same member can have different permissions in different groups within a division only if they are NOT a division member.
  • Divisions are only visible to admins. Members and Collectors only see groups they belong to.

To create a division (account owner only):

  1. Select Divisions from the account name drops down in the upper right corner.
  2. Click + New Division from the upper left corner.
  3. Give the division a name and click Create Division.
  4. Add any admins who will be managing this division by typing their name or email address into the Add Member.. search box.
  5. If your structure requires members who belong to ALL groups in the division and have the same role within each, add them as members of the division.
  6. If your structure requires collectors who belong to ALL groups in the division, add them as members to the division.
  7. Add existing groups to your division or create groups in the division.
VIDEO: Create Divisions
Adding Groups to a Division

Account owners and division admins can create or add existing groups to their division. When a group is created or added, all division members will become members of the group.

To create a group from the division page (account owner OR division admin only):

  1. Click the Groups tab in the division and click + Create Group.
  2. Give the group a name and click Ok.
  3. Your new group will now be listed in the groups tab with all division members added to it.
  4. To add members who will not be division members, click the group’s name and add members using the Add Member.. search box.

To add an existing group to your division:

  1. Click the Groups tab in the division.
  2. Search for the group’s name in the Add group.. search box.
Managing Division Members and Setting Resources

Resources determine what permission division members have and can restrict access to a variety of features not specifically addressed at the group level. For example, the ability to create surveys. Resources override any roles or permissions set at the group level. A division member’s resource settings will control their permissions in all groups in the division. Admins cannot have their resources limited.

By default division members are granted all resources. You can set a different default or take away resources on a per user basis.

To set default resources:

  1. Select Divisions from the account name drop down in the upper right corner.
  2. Click the Settings tab in the division.
  3. Uncheck any resources you want to limit in the default. Changes to the default will be applied to all members whose resources haven’t been individually set.

To individually set a division member’s resources (account owner or division admin only):

  1. Select Divisions from the account name drop down in the upper right corner.
  2. Select the division members whose resources you want to limit.
  3. Select Set Member Resources from the Member Actions drop down.
  4. Uncheck any resources you don’t want the members to have.
VIDEO: Allocate Division Resources

Click to see options in detail:

Resources

Create

  • Survey Limit: Specify a number of surveys a user can create.
  • Collectors: Create collectors for a survey.
  • Editor: Edit survey text, questions, logic, and labels.
  • Polls: Create and publish polls.

Theme

  • Themer: Edit how surveys look.

Distribute

  • Publish: Access the deploy link or QR code, share surveys to social media, or deploy in offline mode for the default collector.
  • Contacts: Manage contacts for the email invite tool.
  • Invites: Use the email invite tool to send invites to take surveys.
  • Email Limit: Limit the number of emails that can be sent per month.
  • Offline: Collect responses offline for a survey.
  • Portals: Set up portals to assign surveys to respondents.

Analyze

  • Responses: View survey responses.
  • Reports: Create reports for survey results.
  • Export: Export data and reports to multiple formats.

Configure

Manage

  • Groups: Create groups and manage permissions.
  • SSO: Manage Single Sign On (SSO).