> For the complete documentation index, see [llms.txt](https://kb.craftformswp.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://kb.craftformswp.com/documentation/work-pages/team-access.md).

# Team Access

**Team Access** decides who can open each work page, and CraftForms itself, by WordPress role. Your assistant can read and answer enquiries without seeing your prices. Your front desk can add and cancel bookings without touching forms or settings. Your bookkeeper can see orders and analytics and nothing else.

![Team Access with a card for each role](https://97821998-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FM2yV1foUgoGHBC66VBDw%2Fuploads%2FuJIxjwZTcIc2YiDQMIDv%2Fteam-access--team-access.jpg?alt=media)

### What you need

* **CraftForms 2.3** or later. Team Access is in the free version; it lists the PRO work pages when you have PRO.
* An **Administrator** account. Only Administrators can change this page.

### Open Team Access

Go to **CraftForms → Settings → Team Access**.

At the top, a key explains the levels:

| Level           | What it allows on a work page                                              |
| --------------- | -------------------------------------------------------------------------- |
| **No access**   | The page isn't in their menu, and its address and data are refused.        |
| **View**        | Sees everything on the page.                                               |
| **Edit**        | View, plus the daily work: confirm, reply, add, cancel.                    |
| **Manage**      | Edit, plus refunds, deleting, exports and setup.                           |
| **Full access** | Every page, also ones switched on later, and CraftForms with its Settings. |

Each level includes the ones before it. What each level means on each page is listed at the end of that page's article: [Enquiries](/documentation/work-pages/enquiries.md#who-can-do-what), [Bookings, Rentals and Appointments](/documentation/work-pages/bookings-rentals-appointments.md#who-can-do-what), [Orders and Products](/documentation/work-pages/orders-and-products.md#who-can-do-what).

### Give a role access

Each role has a card with how many people have it (click to see who) and their names.

1. Find the role's card. **Administrator**, **Editor**, **Shop manager** and any role that already has access are shown; **Show all roles** lists the rest.
2. Next to **CraftForms**, choose **No access**, **Build** or **Build + Settings**:
   * **Build** is forms, templates and the catalog.
   * **Build + Settings** adds **CraftForms → Settings**.
3. Next to each work page, choose **No access**, **View**, **Edit** or **Manage**.
4. Or tick **Full access** to give the role everything at once. Its card then reads Full.
5. Click **Save**.

The **Administrator** card always has full access. It can't be changed, so nobody can lock the site's owner out.

**Full access** never includes Team Access itself. A role with Full access can do everything else, but can't give itself or anyone else more.

#### Placing forms in the editor

Putting a CraftForms form on a page follows **CraftForms: Build**. Without it, a person's block editor offers no CraftForms blocks and lists no form patterns. Forms already on pages keep working and can still be moved or removed like any other content.

### A Front desk role

For staff who only use the work pages, such as a receptionist or a shop assistant, click **Add a Front desk role**.

* The role is added as soon as you press the button, with **Edit** on every work page that's on. Change its levels on its card, then **Save**.
* Give the role to a person in **Users** as usual.
* When they log in they land on their first work page. Their menu has their work pages and their **Profile**, nothing else. Other admin screens, CraftForms included, answer "Sorry, you are not allowed to access this page."

If you remove CraftForms, people with the Front desk role become Subscribers.

### Recent changes

Under the roles, **Recent changes** lists what was changed, newest first, in the words of the screen: "Front desk, Bookings: No access → Edit". The last 50 changes are kept.

![Recent changes in Team Access](https://97821998-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FM2yV1foUgoGHBC66VBDw%2Fuploads%2FExCSPXcH3Yix3RykFWG7%2Fteam-access--recent-changes.jpg?alt=media)

### Before you choose

A site that already had forms before 2.3 keeps its old access: Editors and Shop managers can build forms, Shop managers can also change Settings. A new site starts with CraftForms for Administrators only. Work pages start with **No access** for every role except Administrator, until you change it here.

### For developers: custom roles

Every page and level is a WordPress capability: `craftforms_<page>_<level>`, where page is `enquiries`, `bookings`, `rentals`, `schedule` (Appointments), `orders` or `products`, and level is `view`, `work` (shown as **Edit**) or `manage`. For example `craftforms_bookings_work`. A role with a higher level gets the lower ones with it, so a custom role made with a role editor plugin only needs the highest one.

### Good to know

* Access is checked on the server, for every page address and every request the page makes, not only by hiding menu items.
* **Exports.** Exporting records (submissions, orders, visitors' files) needs **Manage** on the work page they belong to, and each export holds only the records of pages you manage: Manage on Orders exports no guests from Bookings. Administrators and roles with **Full access** export everything. Exporting forms, templates and the catalog stays with **CraftForms: Build**.
* **Clients** of an agency aren't set up here. To let a business read its own forms' submissions, see [Client Access](/documentation/form-building/form-submissions/client-access.md).
* A lapsed PRO licence keeps the PRO pages readable. Changes need a valid licence.
* Hosted CraftForms workspaces have one administrator and don't show this tab.