You will need the Full Write Forms permission at one or more of the form's campuses to change its access settings.
Note: These settings apply to the public portal only. An admin can still submit the form inside One Church Software from 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, as described in 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 appears. Type the password you want to require.
Click Save at the bottom of the page.
Anyone opening the form from the public portal now has to enter the password to see and submit it.
Tip: Share the password with your audience through whichever channel they expect, such as email, a printed bulletin or a group message. 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? appears 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 define a list of access rules that decide 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, a specific record type, or an age.
Click Save on the criteria dialog, then click Save at the bottom of the page to apply the access rules to the form.
If your account has more than one campus or organization, an access rule can also name campuses or organizations. These rules have no All option, so choose the specific campuses or organizations that should have access.
If a campus is deleted or converted
Removing a campus never opens a restricted form to everyone. If an access rule names only a campus that is later deleted, or converted to a venue:
the rule is removed, and the form stays limited by its other rules
the people that rule let in lose access until you share the form with them again
if your account has more than one campus and more than one organization, the rule switches to that campus's organization instead of being removed
How do I add, deactivate, or delete a campus? covers deleting and converting campuses.
Use a password and login together
You can turn on 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 password-protects the event or group registration. Anyone trying to register is asked for the password before they can fill out the form.
Require Login on the registration form requires sign-in to register. Anyone trying to register is asked to log in to their One Church account first, and if you selected Specific users, only people matching the criteria can register at all.
Both controls can be turned on together for the registration form, applying the same combined login and 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.