Manage My Platform Account

TABLE OF CONTENTS

• Suite Plan Billing
• Platform Add-Ons
• Switch Between Products
• Platform Subaccounts
• Purchasing and Provisioning your Subaccounts
• Managing your Subaccounts from the Parent Account
• Managing Users and Usage as a Child Account Admin
• Setting subaccount Granular Permissions for Standard Users 
• App Admins
• Why is an admin needed for each app? 
• Organization Roles vs Product Roles
• Organization Role Types
• Product Role Types

Suite Plan Billing

As a Platform Admin, you can manage your Billing and Plan limits for your Platform Formstack account by visiting the Billing and Plan Overview page located in the Admin Panel (Click your avatar > Billing).

NOTE: The naming convention for your plan name may vary from the plan names outlined in the article ie Platform Starter vs Suite Starter plan based on when you joined Formstack.

Purchase Suite Plan

Step 1: To purchase your Suite Starter or Teams plan, navigate to the Billing and Plan Overview page, then click Purchase Plan.

Step 2: On the Manage Your Plan page, confirm the plan you would like to purchase, select your billing periodicity (Monthly or Yearly), then click Purchase Plan.

Step 3: On the following page, agree to the GDPR terms, then enter your billing information and click Purchase.

If you need to make any changes to your plan prior to purchase you can do so by clicking Edit above the plan overview on the right side of the page.
 

Add additional users and usage to a paid plan

Step 1: To add additional users and/or forms and merges to your Platform account, click Purchase plan extras from the Billing & Plan Overview page.

Step 2: On the following modal, select your choices, then confirm the purchase, and click Purchase.
 

Step 3: Enter the number of users and/or usage packs you would like to add to your account, review the estimated cost, and click Request Plan Updates to submit the form. Any addition of users and usage will automatically be billed and added to your account.

NOTE: Purchases of $300 or greater for Monthly billed accounts or $3600 or greater for yearly-billed accounts will be reviewed by a Formstack Sales representative prior to purchase.

Purchase add-ons

Suite Starter plans offer the ability to power up your plan by purchasing additional functionality through three Forms add-ons: Conversion Kit, Portals, and Workflows as well as the Platform Salesforce add-on.

Suite Teams plans offer two additional add-ons for purchase:

• Formstack Platform API
• Formstack Platform SSO

Step 1: Navigate to the Billing > Manage Plan section of the Formstack ID (FSID) admin panel.

Step 2: Scroll down to view the available add-ons and select Request add-on.

Step 3: Schedule a time to meet with Formstack Sales to purchase the add-on.

Once purchased, the add-on(s) are available to use within your platform account.
 

Downgrade your account 

If you would like to switch your Suite plan from Teams to Starter, click Manage your plan, then click Downgrade under the Starter plan.

From there, you will see a confirmation modal showing the billing changes that will be made to your account. Click Confirm and the changes will be made to your account.

Upgrade your account

If you’d like to upgrade from the Suite Starter plan to Teams, click the Upgrade button.  From there, you will see a confirmation modal showing the billing changes that will be made to your account.5

Click Confirm and the changes will be made to your account.

View invoices

To view a list of your recent purchases and export your past invoices, click the Invoices menu item. 

Cancel Account

If you would like to cancel your Platform account, click the three-dot icon next to your plan, then choose Cancel Suite Plan. Then, fill out the cancellation form to complete the process.

Update invoice recipients

Below the list of invoices, you can choose who can receive invoices via email. By default, the Admin user who initially purchased this Formstack account will receive an invoice email upon payment. Additional recipients can be added by entering one or more comma-separated email addresses into the text field and clicking Add Recipients.

To remove an email address from the list, click the Delete button next to the entry you’d like to delete.543234324

Platform Add-Ons

Platform add-ons provide additional powerful tools to amp your Suite Teams plan. These add-ons include:

• Platform SSO
• Platform API
• Platform Salesforce

In addition, Forms-specific add-ons are available for purchase through Formstack Sales including:

NOTE: The naming convention for your plan name may vary from the plan names outlined in the article ie: Platform Teams vs Suite Teams plan based on when you joined Formstack.  

Formstack Platform SSO Add-on

Simplify your workday, manage users, and prefill forms by using your identity provider to control access to your Formstack account users.

This add-on provides your account with access to the following:

• SSO User Management
• SSO Forms Field Prefill

Formstack Platform API Add-on

Use the Formstack Platform open REST API to generate custom documents with data from your applications.

This add-on provides your account with access to the following:

• Sign API
• Forms API
• Documents API

Formstack Platform Salesforce Integration Add-on

Automate your Salesforce workflows by connecting your CRM to Formstack, an all-in-one form, document, and signature solution.

This add-on provides your account with access to the following features:

• The Forms Salesforce integration
• The Documents Salesforce delivery
• The Documents for Salesforce Native App

NOTE: Formstack Platform Salesforce add-on is available for Starter and Teams plans.

 

How to activate Platform add-ons

NOTE: You must be an Admin user in order to request Platform add-on purchases.

Step 1: Navigate to the Billing > Manage Plan section of the Formstack ID (FSID) administrative panel.

Step 2: Scroll down to view the available add-ons and select Request add-on.

Step 3: Schedule a time to meet with Formstack Sales to purchase the add-on.

Once purchased, the add-on(s) are available to use within your Platform account.

Switch Between Products

Quickly move between your Formstack products and access the Administration Panel from the App Launcher icon.

From within the Admin Panel, or when in a project, select the grid icon in the top right corner. Here, products in your App Stack are listed.

Access your products

Click a product under "Your App Stack" to be redirected to the product's dashboard. 

Explore products

Under "Your App Stack" is "Explore Formstack Apps" which lists all products you are currently not paying for or have access to. Click on the name to be redirected to a page within your Admin Panel to learn more about the product. 

Administration    

If you are a Platform Admin, you can access the Admin Panel from the Product Switcher by selecting ‘Administration’ from the list. 

NOTE: "Administration" is only viewable from within a product, if you are accessing from the Admin Panel this is hidden.

Suite Plan Admin Panel Overview

Use the Formstack Administration panel to manage the Formstack user and account settings for your Organization. Here you can view and manage the following:

• Your App Stack: View and access all products you have access to and start trials of products you don’t.
  • View all apps that belong to your account
  • Access available apps by clicking the blue ‘Open’ button below the associated product
  • Learn more about other apps Formstack offers
  • Start Trials of select apps by clicking the ‘Start Trial’ button next to the app name

• Your Profile: Manage personal settings.
  • Edit your personal information (name, avatar, time zone)
  • Change your password
  • View your platform role (basic or Platform Admin)
  • View your product access (Platform Admins can edit their own access rights)
  • Enable or Disable 2-factor Authentication and manage backup codes

• Account Settings: Organization Admins can manage account settings for all apps. 
  • Update your Account’s name
  • Add your company logo
  • View your Account ID for Support purposes

• Security Settings: Organization Admins can manage security settings for all apps.
  • Enable two-factor authentication (2FA) for all users
  • Set a minimum password length requirement greater than 6 characters
  • Set additional password requirements
  • Set the session timeout length

• Users: Organization Admins or standard users with user management permissions can manage users across the account and apps.
  • Add/Invite new users to your account
  • View all users across apps or filter by app
  • Edit user settings and platform and app access
  • Send password reset emails to users
  • Re-send invitations to new users who haven’t accepted their invitations

• SIngle Sign-On: Organization Admins or Standard users with SSO permissions can manage their SSO Authentication Settings (an add-on) for all apps.
  • Enable Google SSO Authentication
  • Create and manage custom SSO Authentication with the SAML identity provider service. 
  • Enable User Creation via SSO
  • Force users to login via SSO

• Billing & Plan Overview: Organization Admins or Standard users with billing access on Suite accounts can view and edit billing and plan information
  • View trial status
  • Purchase a Platform plan
  • View plan details
  • Compare additional Platform plans
  • Edit billing information
  • Customize your Platform plan
  • Deactivate your account

• Invoices: Organization Admins on Suite accounts can view invoices
  • View all invoices
  • Export invoices

Platform Subaccounts

Purchasing and Provisioning your subaccounts

Managing your Subaccounts from the Parent Account

• Purchasing additional users and usage from the parent admin panel

• How to impersonate a user

• Exporting subaccount information

• Suspending access to subaccounts

• Managing Users and Usage as a Child Account Admin

• Setting subaccount Granular Permissions for Standard Users

Purchasing and Provisioning your Subaccounts

Step 3: Next, you will give your subaccount a Name, and enter the information of the subaccounts admin. Optionally you can add a logo to brand the subaccount. 

Step 4: Select the plan level for this subaccount.

Step 5: Review the selections and confirm the purchase.

 

Managing your Subaccounts from the Parent Account

Once the subaccounts are created, as the Parent account you can manage your subaccounts in the admin panel.
 

Purchasing additional users and usage from the parent admin panel

Step 1: To add a user from the Parent Admin panel, select Manage Subaccounts, locate the subaccount you want to add users to, and select Actions and Manage Plan. 

Step 2: Next, select Purchase Plan Extras.

Step 3: You will be able to update the subaccount user and usage totals for each of that subaccounts products. While you make adjustments to the plan the amount your payment on file will be charged will be reflected at the bottom of the page. Once you have made your changes, you can acknowledge them and select Request Plan Updates.

How to impersonate a user

Locate the Subaccount Switcher at the top left corner of the admin panel and choose the Subaccount you would like to impersonate:

You will now be logged in as an admin user, there will be a banner that indicates that you are logged in to a subaccount. 

NOTE: All actions taken while a Parent admin impersonates a subaccount user will be logged as such internally. For example, if John Doe impersonates Jane Doe and deletes a form, we will log that deletion as being executed by John Doe.

Exporting subaccount information

Parent Admins and Standard Users with permissions to manage subaccounts can export a file of data pertaining to the subaccounts they manage by clicking ‘Export All’ in the top right corner of the Subaccount Management table.

The resulting file will include the following information:

• Org name
• Org id
• Is HIPAA plan, Yes or No
• Apps the subaccount has access to
• Forms Add-Ons the subaccount has access to
• Monthly revenue (if applicable)
• Primary email
• Subscription start
• Subscription End
• Suspended date (if applicable)
• Payment method
• Billing term
• Billing status

Note: Standard users with manage access to a partial list of subaccounts will only export the data of the subaccounts they can manage.

 

Suspending access to subaccounts

Parent Admins and Standard Users with permissions to manage subaccounts can suspend user access to a subaccount. Doing so will prevent all users on the subaccount from logging in to their subaccount, but will not affect the status of the live processes in the applications or the billing of the subaccount.

To suspend a subaccount, navigate to the Subaccount management table.

Then, click the ‘Actions’ menu item next to the subaccount you wish to suspend and select ‘Suspend’.

Next, confirm the suspension.  

You will see the status of the subaccount change from ‘Active’ to ‘Suspended’.

 

When the suspended subaccount user tries to log in to their account, they will see an error message stating that they need to contact their Account Administrator.

To reactivate a subaccount, click the ‘Actions’ menu item next to the suspended subaccount and choose ‘Reactivate’ from the menu.

Next, confirm the re-activation.

You will see the status of the subaccount change from ‘Suspended’ to ‘Active’ and the users on the subaccount will now be able to log in to their account.

Switching into suspended accounts

Parent account users with subaccount access can still impersonate into suspended accounts. To do this, click ‘Switch to Subaccount’ in the Actions menu.

Note: All actions taken while a Parent admin impersonates a subaccount user will be logged as such internally. For example, if John Doe impersonates Jane Doe and deletes a form, we will log that deletion as being executed by John Doe.

Managing Users and Usage as a Child Account Admin

Child accounts depend on parent accounts to add user seats and usage. While they are unable to make changes directly to the account they can easily request changes directly to their parent account from the Formstack ID admin page.

How to request users and usage  

Step 1: While logged into a child account, navigate to the admin page and choose Request Plan Updates from the Billing & Plan Information.

Step 2: Select the plan updates you would like to request and select Request Plan updates.

Step 3: Your parent account administrator will receive an email describing the request with a link to allow them to easily make the requested changes.

Communicating out to the parent account or submitting a support ticket

As a child account admin user, you may have to reach out for support to either your parent account administrator or Formstack's support team. This is easy to do from the child accounts admin page.

To reach out for support, navigate to the Billing & Plan information page and locate the box labeled “Looking for some help”. From there you can contact your parent account administrator via email or create a support ticket directly to Formstack's support team.
 

Setting subaccount Granular Permissions for Standard Users 

Org Admins on Parent Accounts can grant Standard Users the ability to:

• Manage some or all subaccounts
• Can edit and remove subaccounts
• Create subaccounts

Please note - This feature is Only available to Parent accounts of the Subaccount account structure

Step 1 - Navigate to the admin page and choose the Users section on the left and then select the edit profile option on the user you're like to grant access to by clicking on the avatar or selecting the action button as shown below. 

Step 2 - Navigate to the Standard role permissions section and select Subaccounts from the list. This will open up another sub-section that will allow you to grant access to select subaccounts or the ability to create brand new subaccounts as shown below.

Step 3 - Click Save Changes once you're finished with configuring the user. 

App Admins

In addition to Platform Admins, Formstack also requires at least one user on Forms, Docs, and Sign to be an app admin. 

For example, if you have access to Forms and Docs and are the only user on the org, you will be required to be an Admin user for both Forms and Docs. However, if you add a second user to the org, you can assign the Forms and Docs Admin roles to the new user and then remove the Admin roles from your own user. I

f you are the only Forms Admin and someone attempts to remove your Forms access, they will be blocked from doing so until another user is assigned the Forms Admin role.

NOTE: Multiple admin users are supported across all apps.
 

Why is an admin needed for each app? 

This ensures that at least one user will be able to do admin-specific tasks within each app.

How does it work? 

Reassigning Users

If a Platform Admin makes a change to their users that will result in the removal of the last Forms, Docs, or Sign admin, they will be required to choose a different user to take on the admin role for the appropriate app(s).

If there are no users available to take on the Admin role, the change cannot take place until a new user is added to the organization and accept the invite.

NOTE: Users with pending invitations in the organization are not eligible to be an App Admin. 

Remove multiple users 

If multiple users are removed from the organization in bulk and those users include the last admin of an app, the action will be prevented and the Platform Admin must first re-assign the Admin role in order to continue. 

Organization Roles vs Product Roles

Within the Admin page, there are two different types of user roles: Organization and Product.
 

Organization Roles are designated to what the user can do within the Admin Panel. Product Roles designate what the user can do within a particular product (Forms, Documents, or Sign as examples).

Organization Role Types

Organization Admin

The Organization Role can:

• Invite users to an account
• Assign Organization roles
• Add new users to existing products (paid or trialing) and set their product roles
• Edit account settings
• Trial new products

(Organization)Standard User

A Standard user within an Organization can:

1. View and edit their profile information and personal security settings (2FA, password)
2. View product information and request that a trial of a new product be started by a organization admin
3. Can potentially be given billing access, SSO configuration & the ability to manage standard users(Check out this article for more information on how to grant this level of standard role permissions)

Organization Admin and Organization Standard User Rules

• A Standard User can be an Admin user at the product level
• A Organization Admin can be a standard user at the product level
• A Organization Admin can have no product roles
• A Standard user can have no product roles
• A Organization Admin can be an Admin user on one product and a Standard user on another 

Product Role Types

The product role type determines the level of access each of your users will have within a specific product. We've put together a list underneath the image below that takes you through the differences of each product role type. 

Product Admin User - This user type has full access to the product it's assigned to.

Product Standard User - As permitted, Standard users can create forms, documents, and workflows and can be setup with granular level permissions based on account needs. This user can also be assigned to a Formstack Forms Workflow or a Workflows Workflow as well as the ability to see and use the Workflows Workspace. 

Participant User - This is specific to Formstack Forms Workflows only. This user can be assigned to a Forms Workflow and see the Forms Workflows Workspace but does not have permission to see submissions or edit forms.

Workspace User—This user can only view the Workflows Workspace. This workspace allows the user to log in and see the specific tasks assigned to them in the Workflows product. 

Note: Anyone can be assigned to a workflow in the Workflows product. They do not have to be users to be assigned and fill out their part of the process via email, but they do need to be users to see the Workspace feature.

For a full list of product role types by product, please see below: 

Forms

• Admin
• Standard
• Participant

Documents

• Admin
• Standard

Sign

• Admin
• Standard

Workflows

• Admin
• Standard
• Workspace

Note: The number of user seats available to you is based on your plan. For instance, Workspace & Participant user seats are only available as an option if you've purchased them alongside your plan. If you're interested in adding these user types to your account, please check out this link for getting in contact with our sales team.