HealthForms.io Manager — Overview

HealthForms.io Manager — Overview

HealthForms.io Manager

The Manager is the staff-facing portal where organization administrators and staff manage sessions, participants, forms, and billing.

URL: https://app.healthforms.io/manage

What You Can Do in the Manager

  • Create and manage sessions (events)
  • Invite participants and track their form submission progress
  • Review and approve submitted forms
  • Import participants in bulk from CSV or Excel
  • Export completed forms as ZIP downloads
  • Run health history, emergency contact, and form reports
  • Manage organization users and their roles
  • Configure form types and billing

The left sidebar is your main navigation. What you see depends on your role.

Menu Item Description Required Role
Dashboard Summary cards, upcoming sessions, forms needing review Any
Sessions List of all sessions (events) Any session/participant role
Settings → Form Types Manage form templates and PDF configuration Settings Manager
Billing Subscription, invoices, and payment Owner or Billing Manager
Users Invite and manage staff users User Manager

Inside a Session

When you open a session, the sidebar changes to show session-specific pages:

Menu Item Description Required Role
Participants Participant grid — invite, edit, track status Any session/participant role
Forms All submitted forms for this session Any session/participant role
Form Exports Download forms as ZIP packages Session Manager, Participant Manager
Reports → Member Health History 30+ column health data report Participant Form Viewer
Reports → Emergency Contacts Emergency contact data for participants Any session/participant role
Reports → Forms Report Per-form-type data report Participant Form Viewer
Settings → General Session name, dates, support email, locks Session Manager
Settings → Forms Assign forms and configure form settings Session Manager
Settings → Form Packets Manage form packet assignments Session Manager
Settings → Groups Organize participants into groups Session Manager
Settings → Permissions Grant/remove user access to this session Session Manager
Settings → Audit View all changes made to the session Session Manager

Roles and Permissions

Permissions control what each user can see and do. They are assigned at three levels: Global (all sessions), Session (one session), or Group (one group within a session).

Users can have different permissions for different sessions.

Global Roles

Role What They Can Do
Owner Full access to everything, including billing. Cannot be restricted.
Manager Near-complete access, excluding billing and owner-only settings.
Billing Manager View and manage billing, invoices, and payments.
Settings Manager Manage organization settings and form types.
User Manager Invite staff users and manage their roles.

Session-Level Roles

Role View Session Edit Session View Participants Edit Participants View Forms Review Forms
Session Manager ✅ ✅ ✅ ✅ ✅ ✅
Session Viewer ✅ — ✅ — ✅ —
Participant Manager ✅ — ✅ ✅ ✅ ✅
Participant Form Reviewer ✅ — ✅ — ✅ ✅
Participant Form Viewer ✅ — ✅ — ✅ —
Participant Viewer ✅ — ✅ — — —

Permission inheritance: Higher roles include lower-level access. A Participant Manager can do everything a Participant Form Reviewer, Participant Form Viewer, and Participant Viewer can do.

Common Role Combinations

Typical Staff Role Assigned Permissions
Session Administrator Session Manager + Participant Manager
Form Reviewer Participant Form Reviewer
Check-in Volunteer Participant Viewer
Read-Only Auditor Session Viewer + Participant Form Viewer

Getting Access

Access to the Manager is granted by invitation only. A User Manager or Owner sends you an invitation; you accept it through the Account Service and set up your account. Your permission level determines what you can access.

If you need access to a session or feature you cannot see, open a support ticket at https://support.healthforms.io.

Other HealthForms.io Apps

App Sign in Help center
Family Portal app.healthforms.io/portal Family Portal help
Manager app.healthforms.io/manage Management Portal help
Account app.healthforms.io/account Accounts help

See What is HealthForms.io? for a platform overview.

See the Glossary of Terms for definitions of terms used in HealthForms.io.

    • Related Articles

    • HealthForms.io Family Portal — Overview

      HealthForms.io Family Portal The Family Portal is where participants manage their health forms. After accepting an invitation from an organization, you use the portal to fill out or upload required health forms for sessions such as camps, sports ...

    • HealthForms.io Manager — Getting Started

      HealthForms.io Manager — Getting Started This guide walks staff through the full process of setting up and running a session in the Manager portal — from signing in to reviewing the forms participants submit. Sign in: ...

    • HealthForms.io Manager — Q&A

      HealthForms.io Manager — Q&A Navigation and Access Q: What is the HealthForms.io Manager? A: The Manager is the staff-facing portal where organization administrators and staff manage sessions, participants, forms, and billing. Access it at ...

    • How to Accept a HealthForms.io Invitation

      How to Accept a HealthForms.io Invitation New users join HealthForms.io by accepting an invitation. This guide walks through the entire process. Overview What it is: An invitation is a link or code sent to you by a HealthForms.io administrator that ...

    • Signing Up Your Organization for HealthForms.io

      Signing Up Your Organization for HealthForms.io This guide covers signing up an organization for HealthForms.io. If you are an individual user who received an invitation, see How to Accept a HealthForms.io Invitation instead. Overview What it is: The ...