When multiple people access your WordPress site, giving everyone unrestricted access to Form Vibes creates real problems. A junior team member can accidentally delete submissions. A client can see form data they should not. And there is no way to give anyone read-only access without handing them the same control as an administrator.
Form Vibes Pro’s Role Manager lets you assign specific Form Vibes permissions per WordPress user role. View only, export only, notes without delete, status without data management, any combination is possible. Each role gets exactly the access it needs and nothing more.
Role Manager is a Form Vibes Pro feature. It is not available in the free version.
Why Does Role-Based Access Matter for Form Submissions?
Uncontrolled access to form submission data creates three practical problems that Role Manager solves directly.
A team member reviewing entries daily does not need the ability to permanently delete them. Giving delete access to everyone means a single mistaken bulk action removes leads that cannot be recovered. Role Manager lets you grant View and Export access while keeping Delete restricted to administrators only.
A client who needs to check their own enquiries does not need access to your analytics, export profiles, or data management settings. Role Manager lets you create a Subscriber or Editor login for a client that shows them their submissions and nothing else.
A content editor who adds notes to submissions as part of a review workflow does not need to change submission statuses or manage export profiles. Role Manager lets you enable Add Notes and View Notes independently from every other permission.
Where Is the Role Manager in Form Vibes?
Go to Form Vibes > Settings in your WordPress admin and click the Role Manager tab. The Role Manager displays a permission matrix showing each Form Vibes feature as a row and each WordPress user role as a column. Toggle individual cells to grant or restrict access per role.
Only WordPress Administrators can view and change Role Manager settings. Changes take effect immediately with no page reload required.
What Permissions Can You Control Per User Role?
The Role Manager covers 13 permissions organised across five areas of Form Vibes functionality. Each permission is toggled independently per user role.
Submissions
View Submissions allows the user role to access the Form Vibes Submissions page and see the captured entries table. Disable this for any role that should have no visibility into form data at all.
Delete Submissions allows the user role to permanently remove individual or bulk entries from the submissions table. Keep this restricted to administrators and senior team members only.
Export Submissions allows the user role to download captured submissions as a CSV file. Enable this for team members who need to share or report on submission data without needing any other management access.
Edit Submissions allows the user role to modify captured form entries directly from the submissions page. Enable this permission for team members who need to update submission details, correct mistakes, or manage entry information without requiring full administrative access.
Analytics and Logs
View Analytics allows the user role to access the Form Vibes Analytics dashboard and view submission frequency charts and trend data.
View Logs allows the user role to view the Event Log for submission changes — edits, deletions, status updates, and notes. Useful for team accountability without granting full administrative access.
Data and Export Profiles
Manage Data Profiles allows the user role to create and manage frontend submission display profiles. Restrict this to users who are responsible for how form data appears on the site.
Manage Export Profiles allows the user role to create and configure Export Profiles for scheduled or filtered exports. This includes setting up Google Sheets sync configurations.
Notes
View Notes allows the user role to see notes attached to individual submission entries.
Add Notes allows the user role to create new notes on submissions.
Delete Notes allows the user role to remove notes from submissions.
Status
View Status allows the user role to see the Read, Unread, or Spam status indicator on each submission entry.
Change Status allows the user role to update the status of submissions. Enable this for team members running a review workflow but disable it for clients or read-only users.
These permissions work similarly across all user roles. You can expand any role inside the Role Manager and configure permissions based on the level of access required.
This makes it easy to manage permissions for roles like Editor, Author, Contributor, or Subscriber while ensuring users only have access to the features relevant to their responsibilities.
Note: The Administrator role does not appear in the Form Vibes Role Manager. Administrators always have full access to all Form Vibes features by default and cannot be restricted through Role Manager settings.
Frequently Asked Questions
Is the Role Manager available in the free version of Form Vibes?
No. The Role Manager is a Form Vibes Pro feature. The free version of Form Vibes does not include per-role access control. Any logged-in WordPress user with access to the WordPress admin can view Form Vibes submissions by default. Role Manager is required to restrict or customise that access per user role.
Which WordPress user roles can be configured in the Form Vibes Role Manager?
The Role Manager covers four WordPress user roles: Editor, Author, Contributor, and Subscriber. The Administrator role is not listed because administrators always have full access to all Form Vibes features by default and cannot be restricted
Can I give a client access to view their form submissions without giving them WordPress admin access?
Yes. Assign the client a Subscriber or Editor WordPress account, then enable only the View Submissions permission for that role in the Role Manager. The client can log in, navigate to Form Vibes, and see their submissions without access to deletion, export, analytics, or any other Form Vibes feature. No admin credentials are shared.
Can I restrict who can delete form submissions in Form Vibes?
Yes. Disable the Delete Submissions permission for any user role that should not be able to remove entries. The delete controls will not appear in the submissions table for users with that role. Only user roles with Delete Submissions explicitly enabled can permanently remove entries.
Does the Role Manager control access to Submission Status and Notes separately?
Yes. View Status and Change Status are separate permissions, a user role can be given read access to status indicators without the ability to change them. View Notes, Add Notes, and Delete Notes are also separate, you can allow a role to view and add notes while restricting deletion.
Conclusion
Role Manager turns Form Vibes into a multi-user tool where every person has the right access and no more. View-only clients, restricted team members who cannot delete, account managers who can annotate and export, and full-access administrators can all work from the same Form Vibes dashboard without stepping on each other.
Submission Status and Notes are the two Form Vibes Pro features most commonly configured alongside Role Manager in team workflows. See the guides on how to mark form submission status in Form Vibes Pro and how to add notes to form submissions in Form Vibes Pro for complete walkthroughs of both features.
