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Add Users to Your Clappia App

Clappia bypasses traditional app installation and App Store/Play Store distribution by using app assignment. Simply assign your app to a set of users and they can access all apps assigned to them by logging into a common Clappia app or Clappia website. Here is a quick guide -

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Add Users to Your Workplace

It's important to add users to your Workplace first. This is important in the long run to maintain your data security. A user can be removed from a Workplace, and they will lose access to all apps.

Users can be added by navigating to Workplace Settings tab on the left panel of the dashboard.

Add Users to your App — **Add Users to Your Workplace**

Add the email ID of the users who need to be a part of one or more apps in your Workplace. This is a one time action for each user. In case the user is not a Clappia user already, he/she will receive an email with the sign up instructions and link.

You can also change the country code of the user.

Add multiple users through the invite users in bulk option.

You can also invite users in bulk using only their phone numbers.

Role Assignment in Workplace Settings

To assign roles to users (Workplace Manager, Builder, or User), navigate to Workplace Settings > User Management.

You can assign or change roles for users in two ways:

1. Changing roles individually

Select a single user from the list.
On the right panel, choose the appropriate role based on their responsibilities in the Workplace.
This method can be used to update any user’s role — except your own.
If you are the current Workplace Manager, you will not be able to change your own role. Only another Workplace Manager can do that.

2. Changing roles in bulk

You can select multiple users using the checkboxes next to their names.
The right panel will display the option to bulk change their roles or delete the selected users from the Workplace.
The current Workplace Manager cannot select themselves in this bulk action. The system prevents selecting your own account for role change or deletion.
This feature helps quickly manage large user lists without editing roles individually.

Note

The user who created the Workplace is automatically assigned the Workplace Manager role.
Only users with the Workplace Manager role can access Workplace Settings and perform user role assignments.
Only Workplace Managers can purchase additional user licenses under Workplace Settings > Billing.
If you are changing a role from ‘User’ to ‘App Builder’ or ‘Workplace Manager’, make sure you have the right number of licenses to be able to make the switch, otherwise you may need to purchase additional licenses.

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Assign App to the User

Go back to your app by navigating to the Dashboard icon on the left navigation. You should see your app again. Click on the app icon to open the app and then go to the Design App tab.

Go to the Distribute tab. Click on the User Access button.

Select one or more of your Workplace users on the right panel under Users. The list will include the users that you invited to your Workplace.

Select App Permissions for the selected users and click 'Assign'.‍

Note: App Admin permissions can only be assigned to users with a Workplace Manager or Builder role in the Workplace. Users with a regular User role cannot be made App Admins.

The users will receive an email with the app link. Whenever the users sign up, they should see this app in the dashboard of <yourcompany>.clappia.com. The users can access the mobile app by downloading the common Clappia app and logging in with the same email ID.

User Permissions

Submitter - Can only submit and view own data

This permission allows the user to use the app to submit data and view/edit their own submissions only.

Full Data Access - Can submit and view all data

This permission allows the user to use the app to submit the data and view all the submissions in the app.

Full Data Admin - Can submit, view and edit all data

This permission allows the user to use the app to submit data, view all submissions and also edit all the submissions in the app. The user with this permission is called the Data Admin.

Reviewer - Can submit, view, edit and change status of all data

This permission allows the user to use the app to submit data, view and edit data, and change the status of all of the submissions.

App Admin - All permissions including edit app

This permission allows the user to submit data, view submissions, edit submissions, change the status of submissions. The user will have complete authority over the data of the app and is called an App Admin or Admin. They are also able to make changes to the app design.
Note: App Admin permissions are restricted to users with the Builder or Workplace Manager roles in the Workplace.

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Custom - Based on the selection of specific permissions

Specific permissions can be granted to specific users according to the requirements. The list includes:

Can submit - Users can submit data and view only their submitted data. They can also edit their submission’s owner.
View all data - Users can only view every data submitted
Can edit - Users can only edit submissions that they are owners of
Review all data - Users can change the status of submissions they are owners of
Edit App - Users can make changes to the app in Design App
Can bulk upload - Users can only bulk upload submissions to the app and view submissions they are owners of
Can view Analytics - Users can view the analytics configured
Can delete data - Users can archive or delete their submissions permanently
Can edit owners - Users can edit their submission’s existing owners (owners of a submission are those that made the submission)
Can clone submissions - Users can create copies of a submission and submit (ensure user has edit permissions if they need to clone submissions)
Can view submission history - If disabled, users will not be able to see the history option on the submission’s right panel

You can enable multiple options to give users the right type of app permissions.

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Add Users to App Via Excel Upload

In case the Workplace has a lot of users, you can add users to your apps by uploading an Excel file. The Excel file will contain the email ID of the users along with their permissions in the apps.

You will find the option to upload the Excel file in the Configuration tab itself.

You will get a blank Excel file with only the header. Download the file and add the user email addresses and their permissions in the Excel file and upload the file.

In case you modified the header accidentally, it will be rejected and you will get a message like the following -

As the upload progresses, you will get the statistics showing how many records succeeded and how many failed. You will also get a list of the failed records in another Excel file.

The failed records file will look like the following -

Possible Errors:

Column names are incorrect: This might happen if you accidentally changed the Header row of the Excel file.
Invalid permission: The permission columns should contain only "yes" or "no". Any other value or empty value will result in rejection of that record.
User is not a member of this Workplace: You need to ensure that the email address is already added to the Workplace. If not, then you need to get the user added to the Workplace first.

Allowing Users to Create Apps

To allow a user to create apps, assign them the Builder role in Workplace Settings. Assigning the Builder role enables app creation while maintaining control over who can build or modify apps within the Workplace.

Prevent Users from Creating Apps in Workplace

Users who have been given access to your apps will not be able to create or modify apps in the Workplace if they have the role as “User” designated to them in Workplace Settings. Only those with a Builder or Workplace Manager role can create apps.