This manual is for the person who owns a FlexiSurvey workspace: adding people, deciding what they can do, keeping the workspace secure, managing the subscription, and connecting outside systems. It links to the specialised guides where depth already exists rather than repeating them.
People and access
Inviting people. Go to Users and send invitations by email. An invitation carries the role the person will hold; it is single-use and expires, and you can cancel and re-issue it at any time. New users land in your workspace only, never anyone else's: every workspace is isolated at the database layer.
Roles. FlexiSurvey ships with system roles at four levels (platform, workspace, survey, and API) built from fine-grained permissions. For most teams the built-in workspace roles are enough: administrator, user, viewer, programme manager, billing manager, and two flavours of data analyst (one of which sees only aggregated results, never individual responses). You can also create custom roles from the Roles page by combining permissions; custom roles are audited, and creating platform-level roles is reserved for the platform operator.
Survey-level collaboration. Access can also be granted per survey (owner, editor, analyst, viewer, translator), which is the right tool when an external consultant should see one survey and nothing else.
Groups and organisational units. Groups collect people for shared access grants; organisational units model your org chart and can carry approval workflows. Use units when different offices or departments need separation inside one workspace.
Personal data visibility. The "view personal data" permission controls whether a user sees respondent-identifying answers. Users without it see masked values on screen and in every export format. Mark the questions that contain personal data with the "contains personal data" toggle in the builder so masking knows what to protect.
Security
From Settings → Security you can require two-factor authentication, manage IP allowlists (with CIDR ranges) so the dashboard is reachable only from your networks, and review active sessions. Single sign-on (Google and Microsoft) is configured under Settings → SSO on plans that include it. Every consequential action lands in the audit log for review.
Data protection tooling lives under Privacy and Compliance: GDPR-style subject access exports, right-to-erasure processing, records of processing, and (for incidents) a breach-notification workflow with deadline tracking. Data at rest is protected by infrastructure-level encryption plus enforced per-tenant database isolation.
Subscription, seats, and usage
Plans. The Subscription page shows your plan, its allowances, and self-serve upgrade options. Enterprise pricing is by conversation with sales rather than self-serve. The free Community plan is not something a paid workspace downgrades to self-serve; talk to support if your needs have genuinely shrunk.
Seats. Paid plans include a number of seats and support adding more at a per-seat price; the platform enforces active-user count against your seat count, and you can adjust seats from the billing screens with prorated charges handled automatically.
Billing self-service. Card details, invoice PDFs, and cancellation are handled in the secure billing portal (the Manage billing button), which is operated by our payment provider; FlexiSurvey staff never see your card number.
Usage. The Usage page tracks responses collected against your monthly allowance and storage against your quota, so a busy collection month never surprises you.
Workspace configuration
- Templates: curate the survey templates your team starts from.
- Datasets: manage shared reference data (facility lists, administrative areas) used as searchable choice lists; imports are versioned and deletion is blocked while a live survey references one.
- Profile schemas: define the profile fields your audience registries and panels carry, per sector.
- Branding and white-label (higher tiers): logo, colours, custom email from-address, and custom domains. Custom domains are early access; contact support to activate.
- Email: per-workspace sending identity, on plans that include it.
Integrations and the API
API keys are minted from the API Keys page, with a role per key (read-only, ingest, or full access) and per-key rate limits. Keys are shown once at creation and stored hashed. Webhooks deliver survey and review events to your systems, signed so you can verify authenticity, with automatic retries. Slack, Microsoft Teams, and Zapier connect from Settings → Integrations. The Developer Guide documents the full contract, and the Technical Limits page lists the enforced ceilings.
Operational habits worth adopting
- Review the Users list quarterly; deactivate people who have left.
- Prefer roles over ad-hoc permission grants, and survey-level collaboration over workspace-wide roles for outsiders.
- Mark personal-data questions at authoring time, not after collection.
- Check the audit log after any security-sensitive change window.
- Keep an eye on Usage in heavy collection months and raise seats or plan before you hit an allowance mid-campaign.