Jotform Enterprise FAQ

The Jotform Enterprise Base Package is the minimum entry point for Jotform Enterprise, and it includes up to 5 Permitted Users. Additional Permitted Users can be purchased in bundles of 5. There is no limit to the number of Permitted Users you can add to your plan.

When determining the number of users, please note that our licensing agreement requires each user to be a unique person with a unique, individual email address. Group aliases such as marketing@company.com are not allowed, and neither is sharing login credentials with other individuals. For IT audit and tracking purposes, each login should be traceable to a unique individual, as a best practice.

For example, with Jotform Enterprise, you may have two Administrators and 18 Users. This is a total of 20 users (aka seats), therefore you would purchase access for each individual. Additionally, each requires a unique username and password. The Administrator can change a username and password at any time.

A “user” is defined as an individual who has a login to your Jotform Enterprise account to

1. Create/edit forms,
2. initiate integrations, and/or
3. view/edit/analyze submission data directly in the form submission database.

Jotform Enterprise features two user function levels — User and Administrator. You determine if an individual is classified a User or Administrator.

By default, a User can create forms and review form submission data for his or her own forms, only. Users can then share access to one, some, or all of these forms and/or data to one, some or all of the other Users on the same Enterprise Server.

An Administrator manages your Jotform Enterprise account. This can include adding or deleting users, reviewing form performance metrics, and other duties. Additionally, an Administrator can create forms and review form submission data. An Administrator has access to all forms and form submission data created by anyone in your Jotform Enterprise account, unless you have a HIPAA server. In that case, the Administrator has access only to submission data that was explicitly shared with them by the owners of the forms.

A customer who completes your online form does not count as a User. Only those individuals who create forms, analyze form submission data or manage your Jotform Enterprise account are considered as Users and/or Administrators.

The problem with single user accounts in large organizations is multiple-fold:

With a single-user account, the forms, along with the data collected, technically belongs to the user. If and when this person leaves your organization, the forms and data leave, too. That data should belong to the organization, but with a single-user account, it doesn’t. With Jotform Enterprise, the Administrator can simply assign the seat to another user, ensuring the data stays within your organization.

Additionally, a single-user account is disconnected from other Jotform accounts. This means there is no opportunity to share and collaborate on forms already created, or access to data on other users' accounts.

Every single access to submission data needs to be traceable to a unique individual with his or her own identifiable login credentials, for IT audit purposes. With single user plans, because there is no way to share data, users may elect to share the login credentials, which is a violation of Jotform’s terms of use.

Note that this last item becomes an even larger legal issue as HIPAA regulations dictate that every single access to PHI (Protected Health Information) needs to be traceable to a unique individual with their own identifiable login credentials.

Our traditional, standard plans (Starter, Bronze, Silver and Gold) are single-user plans that run on shared servers and come with online support, only.

Jotform Enterprise is our only multi-user plan where an Administrator can assign access-level controls to Users and those Users can collaborate with other Users. Plus, it runs on a server dedicated to your organization and comes with a dedicated Enterprise Support Team for help when you need it most.

An overview of the differences can be found in this guide.

Jotform Enterprise is a software-as-a-service (SaaS) web-based solution, which means you are not required to install any software on your corporate servers or computer. Only a web browser, such as Chrome, Firefox or Safari is required.

From the time you sign our Enterprise Agreement, we are able to set up your server, migrate your existing forms and data (if applicable), and deliver your server credentials to you within one business day.

Jotform Enterprise forms are dynamic and can work with practically any web browser, smartphone and tablet.

Jotform Enterprise has no limits to the number of forms, submissions, form fields, payments, API calls and storage.

Jotform Enterprise features integrations with major payment processors, such as Stripe, Square, PayPal, Authorize.Net and more.

When you create a payment form, you’ll be directed to input your payment processor login credentials. Once this is completed, you can start accepting online payments.

Additionally, Jotform Enterprise does not charge additional transaction fees. You only need to pay the standard credit card processing fee.

When you purchase Jotform Enterprise, a service level agreement (SLA) is included as part of the purchase agreement. This agreement includes all the terms and conditions, as well as overall cost. You will need to sign the agreement to start your Jotform Enterprise account.

Yes. Jotform can accommodate change requests in the legal documents, or use your Business Associate Agreement (BAA) or Data Processing Agreement (DPA) forms as a foundation to create an agreement.

Yes, Jotform’s security team can work with your team to ensure all IT security and legal questions are answered.

Jotform Enterprise pricing is custom, depending on your specific use case and needs. Factors that determine your custom pricing include the number of user seats required, your IT security needs, the type of information you will be collecting and any add-ons your use case requires. Education institutions and nonprofit organizations are eligible for a 30 percent discount, applicable only to user fees. Contact Sales to request your custom pricing.

A month-to-month payment option is not available for Jotform Enterprise. The fees for the entire Term, as specified in the Agreement, must be paid up front.

Yes, additional Permitted User seats can be purchased at any point throughout the Term and they will be charged on a prorated basis. For example, if you have seven months left on your Term and add five more users, you will be charged for the remaining seven months.

Due to the costs associated with setting up a Jotform Enterprise account and server, we are unable to provide a trial of the Enterprise platform, and a refund is not available. Prior to purchasing Jotform Enterprise, you will be asked to review and sign an agreement. You are responsible to read the agreement carefully before signing.

Jotform Enterprise runs in a local data residency center, so you can white label the user experience by using your own custom domain (e.g., forms.yourdomain.com). If needed, Jotform will purchase the SSL certificate on your behalf and install it at no additional cost, so your forms have the secure https:// designation.

Yes, migrating your existing forms and data (if any) is part of our server setup process. Simply provide your Jotform standard account username to your Account Manager.

You can request a migration after your Enterprise server is set up by submitting a ticket to our Customer Success team. Please include the following information with your request:

• The date and time you would prefer the migration take place. Tickets must be received at least two business days before the requested migration date.
• The email address for the standard Jotform.com standard account that will be migrated
• The email address of the form owner on your Enterprise server
• Which forms you wish to be migrated
• If a full account will not be migrated, or if forms will be migrated to multiple different user accounts on the Enterprise server, please provide a list of all the form URLs or form IDs you would like to be migrated.
• Alternatively, you can request that all forms on the account be migrated over.

No. There is no downtime during the migration.

Yes. All of your submission data will be migrated.

Form URLs will redirect automatically. iFrame and JavaScript embedding are also supported.

• For example: Jotform.com/formid will redirect to YourServer.jotform.com/formid.
• Source code embedded forms won’t automatically redirect. You’ll need to update the source code of the Enterprise version of the form.

You can provide form fillers with the old Jotform form URL or your new Jotform Enterprise form URL, but we recommend updating all links to the new Enterprise URL as time permits.

We migrate forms to the user account you specify in your Enterprise server migration request. That user will be the form owner on your Enterprise server. You can share the form with other licensed users on the server, or you can transfer the ownership of the form if you are on a non-HIPAA server.

Yes, if you are using Dropbox, Zapier, OneDrive, Salesforce, or Power Automate. All other integrations will remain intact. Once the form has been migrated, simply sign back into your integration within the form builder.

No, you will need to disable encryption before the migration can take place. You can use the same encryption key once the form has been migrated if you would like to re-enable the encryption post-migration. You can find detailed instructions in our guide.

If your standard Jotform account is HIPAA protected, your HIPAA forms will automatically be migrated, and you won't need to take any action.

No, your API URLs will change. When you join Jotform Enterprise, your API URL will change from https://api.jotform.com to "https://{subdomain}.jotform.com/API" (with API in all caps).

After the migration, you can make changes to your forms from the new Enterprise server. Changes made to the original forms at Jotform.com will not apply to the Enterprise versions and will not be displayed due to the redirect.

We highly recommend that you work exclusively on your Enterprise server to avoid confusion.

No, form assignees and their form filling/assignment history will not migrate over to your Enterprise server. It is recommended that you inform your assignees that new invites will go out and they will need to create a new login account on your Enterprise server. The process for re-inviting users is the same, and you can learn more about that here.

We will downgrade your standard Jotform account so that you aren’t charged for it going forward.

Any prepaid but unused amount as of the date of the migration will be refunded to the credit card you have on file with Jotform.

Your Jotform Enterprise account comes with the exclusive benefit of a dedicated Enterprise Support Team. You can conveniently submit tickets 24/7 or platform administrators can schedule Zoom support calls through our integrated support portal, ensuring that any inquiries or concerns are addressed promptly and efficiently.

Jotform Enterprise supports SAML 2.0 (Security Assertion Markup Language), which means it can integrate with SSO solutions from providers such as: Microsoft, Google, Okta, Duo, and OneLogin, among others.

SSO integration allows for two distinct applications:

Jotform Enterprise Users and Administrators will login to the platform to access their forms and submission data using their SSO login credentials, without having to remember yet another set of username and password. This also allows your IT department to keep track of logins centrally, along with your other IT applications.

Additionally, internal-facing forms can be selectively SSO-protected to ensure only employees/staff/faculty/students can see the form, fill it out and submit. For data collection in sensitive applications, SSO-based authentication ensures the person who is filling out the form is exactly who they say they are.

More information on SSO for Forms can be found in this guide.

If you have other directory service solutions, contact the Jotform Enterprise team to see how we can assist. For additional information, please review our SSO information page.

Jotform Enterprise runs in a local data residency center, so you can white label the user experience by using your own custom domain (e.g., forms.yourdomain.com). If needed, Jotform will purchase the SSL certificate on your behalf and install it at no additional cost, so your forms have the secure https:// designation.

The Jotform Enterprise API supports two-way data communication. If you need additional information, please review our API documentation.

Your local Jotform data residency center will be hosted by Google Cloud Platform, our preferred hosting partner. We work with other hosting partners as well, such as Amazon Web Services (AWS) on an as-needed basis.

Because your data is stored in a local data residency center, we are able to meet your specific data residency needs, where your data never leaves your country. This is extremely important for customers in Australia, Canada, US, UK, EU and others. With 19 data centers in 15 countries around the world, chances are we are able to meet data residency requirements in your country if needed.

Ensuring the privacy and security of your form submission data is a top priority at Jotform. Jotform Enterprise takes every precaution to provide an online form service with high grade security — including 256-bit encryption, SOC 2 Compliance, and, if required, HIPAA solutions for healthcare related needs. For more information, visit Jotform’s security page.

Data is encrypted at rest by default at an Enterprise Server:

• Enterprise solution is completely isolated from the Jotform Enterprise environment, so nothing is shared with other users.
• All data (user's forms/submissions etc.) is automatically encrypted at rest while being written to the physical disks.
• Each encryption key is also encrypted with master keys managed by Google Cloud Platform (our hosting partner).

Encryption at rest database, available on HIPAA, is one level above that:

• Our servers get the raw data, and while writing it to the database, Jotform encrypts it with AES256 (every individual submission has a unique key) and every individual AES265 key is also encrypted with the user's public key (RSA2048). Keys are seamless to users and completely managed by Jotform.

In short, the regular enterprise setup provides disk encryption, whereas HIPAA adds database encryption over it.

Jotform Enterprise offers HIPAA compliance features to help you keep health information safe and secure. Learn more.

Your Jotform Enterprise account will operate in the same manner. Existing form submission data will be automatically encrypted in your local data residency center, as well as in the database.

If you are collecting Protected Health Information (PHI) and you need your server to be HIPAA compliant, please contact your account manager and the Enterprise customer success team to discuss pricing and data migration options. Educational institution and nonprofit organization discounts are not available on HIPAA server costs.

Ensuring the privacy and security of your form submission data is a top priority at Jotform. Jotform Enterprise takes every precaution to provide an online form service with industry-leading security, including 256-bit encryption, SOC 2 compliance solutions, and HIPAA compliance for healthcare-related needs. For more information, visit Jotform’s security page.

HIPAA features require additional CPU utilization on the servers due to the added encryption at rest at the database level. Our hosting providers charge on a CPU utilization basis, so there is an added cost to Jotform for HIPAA enablement. Learn more about why Jotform Enterprise is a great solution for Healthcare.

If you have an enterprise server, your forms and submissions are automatically encrypted at rest at the physical disk level.

HIPAA solutions take security one step further by providing additional database encryption with unique AES256 keys for every individual submission.

U.S. law requires organizations that collect and store PHI to follow HIPAA-compliant methods, so if you collect PHI, and you’re located in the U.S., you do need HIPAA compliance features. However, some Jotform Enterprise customers who aren’t located in the U.S. also opt for HIPAA enablement as an additional level of security.

Your Gold account is a single user account, which means one person can create forms, collect data, and access data.

HIPAA regulations dictate that every single access to PHI (Protected Health Information) needs to be traceable to a unique individual with their own identifiable login credentials.

Sharing login credentials is a significant HIPAA violation and can lead to legal issues.

Even if only one person creates forms in your account, if multiple individuals access the collected PHI, you will need Jotform Enterprise, which is the only platform that supports multiple users.