👥 Staff area: forms only for your team

Make individual forms accessible only to your staff members – for example for property intake, photo uploads by the photographer, or viewing reports. Your staff members sign in once via an email link (no password at all) and can then open all forms that have been shared with them.

Contents

• How the login works
• Managing staff members
• Importing onOffice users
• Adding external people
• Groups
• Sharing forms
• Staff seats & plan
• Security in detail

How the login works

1. A staff member opens a protected form and sees a sign-in page instead of the form.
2. They enter their email address and receive a sign-in link by email (valid for 15 minutes, usable only once).
3. One click on the link signs them in – without a password.
4. The sign-in applies account-wide: once signed in, the staff member can open all forms shared with them without signing in again.

You set how long the sign-in remains valid under Settings → Staff (default: 7 days, selectable from 1–90 days).

💡 The login works per device and browser. If a staff member signs in on their phone, the sign-in applies there – on the laptop they sign in once more.

Managing staff members

Under Settings → Staff you activate the staff area for your account and manage your staff members:

• Activate/Deactivate: Deactivated staff members can no longer sign in and lose access immediately – even with an existing sign-in. They do not occupy a staff seat.
• Edit: Name, email address (for external staff members) and group assignment.
• Delete: Removes the staff member completely, including all active sign-ins.

Importing onOffice users

With one click on Import onOffice users, propform loads the user list from your onOffice installation. Select the users you want – name and email address are taken over automatically. For large installations, the search field helps you.

Automatic synchronization: propform checks daily whether imported users are still active in onOffice. If a user is deactivated or deleted in onOffice, they are automatically blocked in propform as well and can no longer sign in. This way, a staff member who has left reliably loses access.

⚠️ Users without an email address in onOffice cannot be imported – the sign-in link needs an email address.

Adding external people

Not everyone who needs access has an onOffice account – for example the external photographer or a freelancer. Simply add such people manually with their name and email address. They sign in via email link just like imported onOffice users.

Groups

Groups make sharing easier: instead of selecting ten staff members individually, you share a form with an entire group (e.g. "Photography and Marketing").

• onOffice groups are taken over automatically during import, including your users' memberships.
• Custom groups can be created in addition, and you can assign staff members freely – including external people.

Sharing forms

In the form editor, open the "Accessible to staff only" section per form and enable the switch of the same name. Then you choose who has access:

• Nothing selected: All active staff members of your account may access the form.
• Individual staff members and/or groups selected: Only these may access it. A staff member has access if they are selected directly or are in one of the selected groups.

This way you can share form A with the whole team, form B only with accounting, and form C only with the photographer.

If password protection is also active, the order is: staff login first, then the password prompt.

Staff seats & plan

The staff area is included in plans with 20 or more active forms – at no extra charge. The number of staff seats depends on your form quota:

Need more seats? Contact us for an individual offer.

Only active staff members count: Deactivated staff members do not occupy a seat. If someone leaves, you simply deactivate them and the seat is freed up – without deleting the record.

⚠️ If you reduce your form quota, the number of staff seats decreases as well. If your account is then over the limit, the staff login is blocked until you have deactivated enough staff members.

Security in detail

• No password, nothing to forget or share: Access works exclusively via the email link. Only someone with access to the mailbox can sign in.
• Sign-in links are valid for 15 minutes and work only a single time. Only a verification value (hash) is stored in the database, never the link itself.
• Neutral response: The sign-in page does not reveal which email addresses are stored – the response is always the same, whether the address is authorized or not.
• Immediate revocation: If you deactivate a staff member, they lose access with the next page load – even with an existing sign-in.
• Submission protection: Submitting a protected form is also only possible with a valid staff sign-in, not just opening it.
• Rate limits restrict sign-in requests and link redemptions against automated attempts.