Configure role-specific forms

Most Award Force programs use the default entrant role, which allows users to register, create entries, and submit them. Some programs require more control over which users can access specific entry forms. In these cases, role-specific forms allow program managers to restrict form visibility based on user roles.

When to use role-specific forms

Role-specific forms are useful when different groups of users should access different entry forms. Example scenarios include:

• Programs with regional and national awards
• Programs with multiple submission tracks
• Programs that collect different information from different entrant groups

For example, you might create:

• A regional entrant role linked to a regional entry form
• A national entrant role linked to a national entry form

Users will only see entry forms associated with their assigned role.

Create a custom entrant role

1. In the Manage workspace, go to Settings > Users > Roles
2. Click New role
3. Enter a name for the role
4. At the top of the 'Permissions' section, click Advanced
5. Set the Entries (own) permissions for Create, View, Update, and Delete to Allow
6. (Optional) Enable Registration form for this role is active to allow users to self-register for this role
7. Click Save

Set form visibility by role

Once the role is created, configure the entry form so only specific roles can access it.

1. In the Manage workspace, go to Settings > Entries > Form settings
2. Open the 'Advanced' tab
3. Under 'Role visibility', select Some roles can start an entry
4. Select the role or roles that should have access to the form
5. Click Save

Only users with the selected role will be able to create entries using that form.

Good to know

• Role-specific forms can be used on any plan level, but custom roles are a feature of the Pro plan.
• Naming roles clearly (for example "Regional entrant" or "National entrant") helps prevent confusion.
• If a role is selected that does not have entrant permissions, the required permissions are added automatically.
• Enabling Registration form for this role is active generates a unique registration link that automatically assigns the role to users who access it. Returning users who access that registration link will also receive the role automatically. Learn more in Configure registration.