---
title: "Associate forms with roles"
slug: "associating-forms-with-roles"
updated: 2026-04-27T20:01:33Z
published: 2026-04-27T20:01:33Z
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.quickbase.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Associate forms with roles

Associating forms with roles helps you control what users see and do in your application. You can have different add, view, and edit forms for each role, or a different form per role for users accessing your app on a mobile device. Or, you can [associate a form with a specific report](/v1/docs/associating-forms-with-reports).

> [!NOTE]
> Note
> 
> Custom forms can also be associated with Notifications.

For example, let's say many different staff members fill out one **employee profile**:

- **Employees** need to enter basic contact information.
- **Supervisors** need to enter confidential review and bonus information.
- **Human Resources** need to see and enter salary and benefit information.

All these players need to see and complete different fields.

Design a different form for each of these roles. You can even design different forms for the same role, which vary based on whether the user is adding, editing, or viewing the form. Then, following the steps in this topic, associate each role with the form you want to show in each instance.

> [!TIP]
> Tips
> 
> - You can also [hide and show form elements by role with dynamic form rules](/v1/docs/create-a-custom-access-rule).
> - If users access an application on mobile devices, such as smartphones or tablets, refer to our [tips for making mobile-friendly forms](/v1/docs/tips-for-building-mobile-apps#forms).

## To associate a form with a role

1. Open a table and select **Settings**> **Forms**.
2. Expand the **Set how different roles use these forms** section.

> [!NOTE]
> Note
> 
> You must have more than one form to see this section.
3. In the **View Form (Full Site)**, **Edit Form (Full Site)**, and **Add Form (Full Site)** columns for a role, select the form to use. Your changes are saved automatically as you make them.

For example, if you choose a custom form within the **Manager** role's **Add Form (Full Site)** column, all users in the Manager role see that form when they add a record. If you make no selection here, Quickbase automatically displays the built-in form, which contains all fields.

To make a custom form automatically appear to all roles, select the form in the **Everyone** row to associate it with view, edit, and add forms, respectively. Any selections you make for other roles override the selection in the **Everyone** row for that particular role.
4. Use the **Grid Edit (Full Site)** column to set your grid edit preferences for a role.

Your changes are saved automatically as you make them.
  - To turn off Grid Edit for a role, select in the **Grid Edit (Full Site)** column. When you turn off Grid Edit, the **Grid Edit** link doesn't appear as an option for users in that role.
  - If you want Grid Edit to display the same columns that appear in the report from which the user invokes grid edit, select in the **Grid Edit (Full Site)** column.
  - If you want Grid Edit to display only fields that a custom form displays, select the form name in the **Grid Edit (Full Site)** column.
5. Use the **View/Edit/Add Form (Mobile)** column to specify a mobile-friendly form for each role.

> [!NOTE]
> Note
> 
> - A user can have multiple roles within an application. When that happens, Quickbase must choose a role, so the program can determine which form appears when the user edits, views, or adds records. To do this, Quickbase checks each role's priority and displays the form associated with the highest priority role.
> - If a user is permissioned both individually and as part of a group, roles assigned to the individual take priority over roles assigned to the group.