You will need the Full Write Forms permission to perform this action.
Note: These setting are limited to public portal only. An admin can still submit the form within the system itself via Actions > Add new entry.
When you share a form, you can control who is allowed to view and submit it. One Church Software gives you two access controls that you can use individually or together: requiring a password before the form can be opened, or requiring a person to be logged in to their One Church account. These options are helpful for sensitive submissions like leadership applications, members-only registrations, or events you want to keep within a specific group of people. The same controls also apply automatically when a form is used as the registration for a group or an event. See Access controls on event and group registrations below.
Find the Access settings
Access controls live on each form's Settings tab, so you can configure them per-form.
From the main navigation, click Forms.
Click the name of the form you want to restrict.
Click the Settings tab, then make sure the General sub-tab is selected.
Scroll down to the Access section. From here, you can toggle Require Password, Require Login, or both.
Require a password
A password keeps the form private to anyone who knows it. People do not need a One Church account to access the form — they only need the password you give them.
In the Access section, toggle Require Password on.
A password field will appear. Type the password you want to require.
Click Save at the bottom of the page.
This will then require anyone from the public portal to enter the password to see and submit the form.
💡 Tip: Share the password with your audience through whichever channel they expect — email, a printed bulletin, a group message, etc. Anyone who has the password will be able to access the form, so choose a password you are comfortable distributing.
Require login
Requiring login means only people signed in to a One Church account can view and submit the form. You can let any logged-in person submit, or limit access to a specific set of people.
In the Access section, toggle Require Login on.
The question Who can view and submit the form? will appear with two options:
Anyone logged in — any person signed in to their One Church account can view and submit the form.
Specific users — only the people who match the criteria you define can view and submit the form.
Select the option that fits the form, then click Save at the bottom of the page.
Limiting access to specific users
If you choose Specific users, you'll define a list of access rules that defines who can access the form.
After selecting Specific users, click Add criteria.
In the Add criteria dialog, choose the field, operator, and value that describe the people you want to grant access to (for example, members of a specific group, specific record type, or age).
Click Save on the criteria dialog, then click Save at the bottom of the page to apply the access rules to the form.
Use a password and login together
You can enable Require Password and Require Login at the same time. When both are on, a person must be signed in to a One Church account and enter the correct password before they can view or submit the form. This is useful when you want to restrict the form to a known audience.
Access controls on event and group registrations
If a form is used as the registration for an event or a group, the access controls you set on the form carry through to the registration. The form is the gatekeeper, so:
Require Password on the registration form effectively password-protects the event or group registration. Anyone trying to register will be prompted for the password before they can fill out the form.
Require Login on the registration form effectively requires sign-in to register. Anyone trying to register will be prompted to log in to their One Church account first — and if you selected Specific users, only people matching the criteria will be able to register at all.
Both controls can be enabled together for the registration form, applying the same combined login + password requirement to the event or group registration.
💡 Tip: To restrict who can register for a specific event or group, open the registration form linked to it (under Forms) and update the form's Access section. The access controls do not need to be configured on the event or group itself.
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