How can I remove the employee's access once they no longer work with us?

Sehr geehrte Damen und Herren,

wir benutzen unsere Jotform App für Interne Arbeiten, welche auch Interne Dokumente enthalten.

Hier gebe ich meinen Mitarbeitern den Link, sodass Sie Zugriff auf die App haben. Nun könnte es ja hier jedoch vorkommen, dass ein Mitarbeiter kündigt oder gekündigt wird und trotzdem noch Zugang zu dieser App hat.

Gibt es hier die Möglichkeit die App Benutzerbezogen zu machen, dass bei Austritt der Mitarbeiter für diese App gesperrt wird?

Hi Kehrer,

Thanks for reaching out to Jotform Support. Unfortunately, our German Support agents are busy helping other Jotform users at the moment. I'll try to help you in English using Google Translate, but you can reply in whichever language you feel comfortable using. Or, if you'd rather have support in German, let us know and we can have them do that. But, keep in mind that you'd have to wait until they're available again.

Now, let me help you with your question. Can you please confirm, if you are referring to the Form Collaboration link, that enables your employees to work on the same form simultaneously?

If so, please note that it’s not possible to revoke access once you share the link with them. We also have a guide about Understanding Form Collaboration Inside Form Builder that you can check out.

If that’s not exactly what you’re looking for, can you explain a bit more so I can help you better? 

Once we hear back from you, we'll be able to help you with this.

Ich suche eine Möglichkeit, die Formulare den Mitarbeitern bezogen zu zuordnen.

Wichtigm hierbei ist, dass wenn die Mitarbeiter die Firma verlassen, dass ich Ihnen die Formulare sperren kann, sodass diese kein Zugang mehr dazu haben.

Andernfalls soll sich hier jemand mit mir in Verbindung setzen, welcher sich in Deutsch mit mir verständigen kann

Hi Kehrer,

Thanks for getting back to us. Please note, that if you use the collaborator feature then you will not be able to remove the employee since you will be sharing the collaborator's link with them. This means anyone with the link will be able to access the form.

However, if you use the assign form feature to assign a form to an employee, you will be able to revoke their access. Let me show you how:

1. In Form Builder, click on the Publish tab in the orange bar at the top of the screen.
2. Select Assign Form from the left panel.
3. Enter the Email Address of the Employee in the Assign by Email field.
4. Click on Send Invitation.

Now let me show you how to revoke the Assigned form.

1. In the Assigned form section, click on the Assigned to section.
2. In the Pop-Up select the email address and click on Revoke.
3. Click on Delete in the Confirmation pop-up.
Please note, the Assigning Forms and Adding collaborators are two different things. When you assign a form to someone they will have access to fill out the form, while collaborators can work with you to edit the form design.

Apart from this if you are looking to give special access to your employees you can consider having a Jotform Enterprise account, where you can assign and revoke employees on different forms with different access. To learn more about our Enterprise solution, fill out the form on this page, and someone will get back to you.

Reach out to us if you need any more help.