What are the preset Roles?

Modified on Mon, 10 Feb at 8:04 AM

Preset roles in Droplet are default sets of permissions that determine what users can see and do in the platform. Each role comes with a specific level of access and you can assign roles to users based on their responsibilities. These roles are crucial because they help protect sensitive information, ensure everyone has the right level of access, and keep your forms and workflows running smoothly.

The 5 Preset Droplet Roles

When you go to the Roles tab for the first time, you will see five roles already created for you:

Owner
Highest Access

↓

Admin
High-level Access

↓

Form Builder
Create & Edit Forms

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Dataset Manager
Manage Datasets

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Default
Basic Access

These roles vary in their scope and permissions. You can use them exactly as they are, or you can edit and combine them to best fit your organization’s needs. Let's begin with the lowest access first, since that's an important one to understand.

Default

All new users in Droplet are automatically assigned the Default Role when they’re added to your organization.

They can view only the submissions they have initiated

They can view only the submissions currently assigned to them (as part of a workflow)

Do not remove these basic viewing permissions or you risk breaking fundamental functionality, such as users being able to see their assigned tasks and personal submissions.

They will see an “All Submissions” section in their pages menu, but only their own submissions and assigned submissions will appear there.

The Default Role serves as a fallback if other roles are removed or archived. You can also layer additional roles on top if certain Default users need extra permissions, like the ability to view Insights or download submissions.

Owner

The Owner role provides unrestricted access to everything in Droplet. It cannot be edited, duplicated, or archived.

Whenever Droplet introduces new features or permissions, the Owner will have them by default.

Assign it only to your top-level administrator or highest-level manager, since this role can make any and all changes.

Admin

Admin users typically have a broad range of permissions, including the ability to see and manage most submissions across the platform. This role is ideal for those who need to handle platform operations but may not require Owner-level authority.

Form Builder

These users can build new forms and edit existing ones. Only give this role to those responsible for form development or maintenance. This helps maintain consistent structure and prevents unauthorized changes that could disrupt data collection.

Dataset Manager

These users can create, update, and manage datasets. Datasets often drive form routing or key functionality. Changes can immediately affect how your forms behave. Only those who understand how datasets work and how edits impact active forms.

Combining Roles & Hierarchy

Roles can be layered for granular control. For instance, a user can have both Default and Form Builder roles to limit most permissions but allow form creation.

By understanding and using the five preset roles effectively, you can maintain a secure and organized environment in Droplet. Whether you stick to the preset roles or fine-tune them to match your organization’s processes, roles are key to ensuring that everyone has exactly the access they need — and nothing more.