Password-Protecting Your Forms, Quizzes, Polls or Surveys

Restrict Access to Authorized Users Only #

FORMEPIC’s password protection feature lets you control exactly who can access your forms, quizzes, polls, and surveys. Whether you’re sharing confidential information with select stakeholders, distributing internal company surveys to employees only, or running exclusive research that requires verified participants, password protection ensures your content stays private and reaches only your intended audience.

Setting up password protection takes just seconds—simply enable the feature, set your password, and share it with authorized users. When someone tries to access your form, they’ll encounter a clean, professional password prompt before they can view or fill out any fields. No complex setup, no technical knowledge required, and complete confidence that your sensitive data remains secure.

This powerful security layer works seamlessly across all form types and doesn’t interfere with your form’s design, conditional logic, or submission workflows. Your authorized users get a smooth experience while unauthorized visitors are politely turned away—keeping your data collection focused, secure, and professional.

How to Enable Password Protection #

Step 1: Access Security Settings #

1. Open your form, quiz, poll, or survey in the Builder
2. Navigate to the General Settings panel on the right side
3. Scroll to and click on the Security section
4. You’ll see the password protection options

Step 2: Enable Password Protection #

1. Find the “Password Protection” card
2. Toggle on “Enable Password Protection”
3. A password input field will appear below the toggle

Step 3: Set Your Password #

1. Enter your desired password in the “Password” field
2. Choose a password that’s:

• Easy for authorized users to remember or share
• Complex enough to prevent guessing (avoid “password123”)
• Appropriate for your use case (simple for casual access, complex for sensitive data)

1. The password is displayed in plain text so you can verify it’s correct

Step 4: Save Your Settings #

1. Review your password to ensure it’s correct
2. Click “Save Settings” at the bottom of the Security panel
3. Your form is now password-protected immediately

Step 5: Share the Password #

1. Copy the password from the Security settings
2. Share it securely with your intended users via:

• Email (preferred for audit trails)
• Secure messaging apps
• In-person or phone calls
• Password management tools for teams

1. Important: Never share the password publicly or in the form’s URL

How Users Experience Password Protection #

When someone tries to access your password-protected form:

1. They see a password prompt – Before any form fields load, a clean dialog appears with:

• A lock icon for visual security indication
• The form type (form, quiz, poll, or survey)
• Clear instructions to enter the password
• A password input field
• An “Access [Form Type]” button

1. They enter the password – Users type or paste the password you shared with them
2. Access is granted or denied:

• Correct password: The dialog disappears and the form loads normally
• Incorrect password: An error message appears, and they can try again
• There’s no limit to password attempts (prevents lockouts of legitimate users)

1. Form access is seamless – Once authenticated, users can fill out the form normally without any additional prompts or limitations

Use Cases for Password Protection #

Internal Company Surveys #

• Protect employee feedback forms from external access
• Share password via internal email or Slack
• Ensure only staff members can provide input

Confidential Assessments #

• Restrict access to performance reviews or evaluations
• Provide password only to participants and managers
• Maintain privacy of sensitive information

Exclusive Research Studies #

• Limit survey access to verified research participants
• Distribute password during recruitment or consent process
• Prevent random internet users from contaminating data

Client Feedback Forms #

• Create client-only feedback portals
• Share password with active clients during onboarding
• Professional way to gate access without complex authentication

Beta Testing & Previews #

• Limit access to product feedback forms for beta testers
• Control who can submit feature requests
• Prevent public access before official launch

Private Event Registration #

• Protect VIP or invite-only event registrations
• Share password only with invited guests
• Prevent uninvited attendees from registering

Board Member or Committee Forms #

• Secure voting or decision-making forms
• Distribute password to verified members only
• Maintain confidentiality of sensitive governance matters

Password Best Practices #

Choosing a Good Password #

• For casual use: Simple phrases like “JuneWorkshop2025” or “TeamBlue”
• For sensitive data: Complex combinations like “Tk8$mP2#vL9q”
• Avoid obvious passwords: Don’t use “password”, “12345”, or the form title
• Consider memorability: Balance security with user convenience
• Use password generators: For maximum security, generate random passwords

Sharing Passwords Securely #

• Email: Good for audit trails and professional settings
• Secure messaging: Use encrypted apps like Signal for sensitive forms
• Password managers: For teams, use 1Password, LastPass, or similar tools
• Avoid: Don’t post passwords publicly, in social media, or in URLs
• Document distribution: Keep a record of who you shared the password with

Managing Passwords Over Time #

• Change periodically: Update passwords for long-running forms
• Revoke access: Change the password if you need to revoke access for certain users
• Different passwords: Use unique passwords for different forms
• Don’t reuse: Avoid using the same password across multiple forms or platforms

Requirements #

• Your form must be saved before password protection can be enabled
• You must enter a password when enabling protection (cannot be blank)
• Password applies to the entire form—you cannot password-protect individual fields or sections
• Works on published forms, preview links, and embedded forms

Tips and Tricks #

• Test the password: Before sharing, test your form in an incognito/private window to verify the password works
• Use Test Mode: Enable Test Mode in the builder header to test without affecting your live data
• Clear instructions: When sharing the password, include clear instructions on how to access the form
• Password length: Longer passwords are more secure but may be harder to share verbally
• Keep a backup: Save your password somewhere secure—FORMEPIC stores it but you should have your own record
• Combine security methods: Use password protection + submission limits for extra security
• Change when needed: If you suspect the password has been leaked, change it immediately
• Professional tone: Password protection adds credibility and professionalism to your forms

Important Notes #

• Password protection works immediately after saving—no need to republish your form
• The password is stored securely in the database
• Users don’t need to create accounts—they just need the password
• There’s no “forgot password” feature—users must get the password from you
• Password authentication happens before any form data is loaded or visible
• Protection applies to all access methods: direct links, embeds, and QR codes
• Test Mode bypasses password protection when accessed from the builder
• Each form has its own password—users need different passwords for different forms
• You can view the password anytime in the Security settings (it’s not hidden from form creators)

Common Issues & Troubleshooting #

Users say the password isn’t working

• Verify you shared the correct password (check Security settings)
• Ensure there are no extra spaces before or after the password
• Check if you recently changed the password without notifying users
• Confirm they’re accessing the correct form (not a different password-protected form)
• Try copying and pasting the password instead of typing

Can’t find the password I set

• Open your form in the Builder
• Go to General Settings → Security
• The password is displayed in plain text in the “Password” field
• If password protection is enabled but the field is empty, this is an error—set a new password

Password protection isn’t working (form loads without password)

• Verify that “Enable Password Protection” toggle is ON
• Make sure you clicked “Save Settings” after enabling protection
• Check that you entered a password (cannot be blank)
• Refresh the form page to load the latest settings
• Test in an incognito/private browser window (regular window might have cached access)

Need to remove password protection

• Go to General Settings → Security
• Toggle OFF “Enable Password Protection”
• Click “Save Settings”
• The form is now accessible without a password

Want to change the password

• Go to General Settings → Security
• Edit the password in the “Password” field
• Click “Save Settings”
• Share the new password with your authorized users
• Old password stops working immediately

Users are sharing the password publicly

• Change the password in Security settings
• Share the new password only with trusted users
• Consider adding a note on your form reminding users to keep the password confidential
• For highly sensitive forms, consider using email-based authentication instead

Password protection not applying to embedded forms

• Password protection works on embedded forms
• Clear browser cache and refresh the page where the form is embedded
• Verify the embed code is pointing to the latest form version

Forgot what password I set

• You can view it anytime in General Settings → Security (password is visible to form creators)
• If you can’t access the builder, reach out to FORMEPIC support