Form Restrictions
Form Restrictions lets your team limit who can view responses and related documents for a form. This is useful for confidential forms that should only be visible to specific roles while still allowing the right people to complete and submit them.
📄 Overview
When Restrict Access is turned on for a form, Equip hides that form’s responses from users unless they are allowed to see them. Super admins always keep access. You can also choose specific team roles that should be allowed to view all responses for that form.
If you turn on Restrict Access and do not select any roles, only super admins can view all responses for that form.
⚙️ How it works
Open a form and edit its settings.
Turn on Restrict Access.
Select one or more roles in the Roles field.
Save the form.
After the form is saved, Equip applies those restrictions to:
Who can view the form’s responses
Who can view documents generated from those responses
Super admins always have access, even if no additional roles are selected.
✅ Benefits
Protects sensitive form responses
Keeps confidential documents visible only to the right people
Lets you give access by role instead of managing people one by one
Supports forms that need tighter visibility without changing who can submit them
⚙️ Configuration options
Restrict Access: Turns role-based visibility on or off for the form
Roles: Defines which non-admin roles can view all responses for the form
When restrictions are active, the form details page shows an Access Restrictions section so admins can quickly confirm who has access.
💡 Best practices
Use Form Restrictions for forms that include sensitive, private, or role-specific information
Select only the roles that truly need access to all responses
If a form is highly confidential, leave the role list empty so only super admins can view all responses
Review restrictions whenever team roles change
❓ FAQs
Who always has access to restricted forms?
Super admins always have access.
What happens if I turn on Restrict Access but do not choose any roles?
Only super admins can view all responses for that form.
Can users still submit a restricted form?
Yes. Restrictions control who can view responses and generated documents. They do not prevent the form from being filled out by the intended user.
Can someone see their own response if they are not in an allowed role?
Yes. A user can still access the response they submitted, even if they are not in one of the selected roles.
Do generated documents follow the same restrictions?
Yes. Documents created from restricted form responses inherit the same access rules.