Private forms and access control

Not every form is meant to be public. A leave request form, an internal feedback form, or a performance review form shouldn't open for just anyone who has the URL. Now every form has its own access setting.

Private modes are available on the Business plan and above. Public mode is open on every plan, and your existing forms keep behaving exactly as they do now.

Five access modes

• Anyone with the link: anyone who has the form's URL can respond. This is the default and suits contact, sign-up, and external survey forms.
• Workspace members: only people who've been invited to your workspace. For your organization's internal forms.
• Project members: only members of the project the form was created in.
• Specific people: only the people you add to the allowed list yourself.
• Password protected: anyone who has both the URL and the password. For outside audiences who don't have a Taskie account.

Set up access

1. Open the form for editing.
2. Go to the access settings section.
3. Choose one of the five modes above.
4. If you chose Specific people, add the allowed people. If you chose Password protected, enter the password.
5. Save. The change takes effect immediately.

What respondents see

• Modes that require signing in: if the respondent isn't signed in, they first see the sign-in page and return to the form after signing in. If they're signed in but not allowed, they see a clear You don't have access message.
• Password protected mode: a small box for entering the password appears, and then the form opens. They don't need to enter the password again for a while.

Important notes

• One response really means one: on private forms that require signing in, the one-response-per-person limit is enforced by user account, not by guesses such as network address. That means it can't be bypassed.
• The respondent's name is recorded: only on private forms. Someone who is signed in and responds to a public form stays anonymous.
• Private forms can't be embedded: you can't embed a private form on another website, because there's no way to identify the respondent in that context.
• Changing the password signs everyone out: when you change the shared password, everyone who entered the old one has to enter the new one.

If your workspace moves to a more limited plan, private forms stay closed and never become public automatically. This is intentional, so a plan downgrade can never expose an internal form.

Frequently asked questions

• Can I make a form private after it has received responses? Yes. Earlier responses stay untouched; only access from now on changes.
• The respondent doesn't have a Taskie account. What should I do? Use Password protected mode.
• Does the form's link change? No. The form's URL stays the same.