Who can access a form

Overview

Every form decides who can access it using two separate controls that work together:

1. User types — which kinds of users are allowed to access the form at all.
2. Recipient filters — the saved or dynamic criteria that narrow access down to specific people within those user types.

You set both in the form's Recipients area. Understanding how they interact helps you make a form available to exactly the right people.

User types

At the top of the Recipients area, you choose the user types this form applies to — for example, campers or staff. This is a permission gate: only the selected user types can ever access the form, no matter what the filters say.

As you select user types, Campium shows a potential access count so you can see how many people are eligible before you add any filters.

How to apply the form

After choosing user types, you decide how the form applies to them:

• To all the selected user types — everyone with an active, inactive, or pending status in the selected user types can access the form. No filters are used.
• Only people who match the filters below — access is limited to the people who match the recipient filters you build.

Recipient filters

When you choose to filter, you build criteria that narrow the selected user types down to specific people. Filters can use profile fields, statuses, seasons, sessions, and other data, and you can:

• add one or more filter rows with fields, operators, and values
• save a set of filters as a reusable Saved Filter template and load it into other forms
• see a live Matches count, and use View to preview exactly who matches

Filters only ever narrow within the user types you selected — they never grant access to a user type the form does not allow.

The direct access link

The Direct access link (found at the bottom of the Recipients area) is for special cases where a specific family needs a form but does not match your current filters. The link:

• bypasses recipient filters — the person does not need to match your saved or dynamic criteria
• still respects user types — the person's user type must be one the form allows
• still requires login on the parent portal
• expires after the timeframe you choose

In other words, the direct access link is a shortcut around your filters, not around your user-type permissions. If a family's user type is not allowed on the form, the link will not let them in.

Putting it together

To decide whether a given person can access a form, Campium checks:

1. Is their user type allowed? If not, they can never access the form.
2. How does the form apply? If it applies to all selected user types, eligible people get access. If it is filtered, only people who match the filters get access — unless they were given a direct access link, which skips the filters but still requires an allowed user type.

Related

Recipients

Generate and share a direct access link for families who need a form outside your filters.