Managing Access

Learn how to Manage Access in Maica Forms

The Admin panel controls who can log in to Maica Forms. Access is managed through an Allowed Identities list. Only users on this list (or in an allowed domain) can sign in — everyone else is denied.

The Admin panel is accessible at forms.maica.com.au/admin. It is only visible to designated administrators.

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Types of Allowed Identities

Type	Example	Effect
Email	[email protected]	Allows that specific email address to log in
Domain	company.com	Allows anyone with a @company.com email to log in

Domain entries are useful for onboarding an entire team without adding each person individually.

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Adding a New Identity

1

Navigate to Admin → Allowed Identities

Go to Admin → Allowed Identities.

2

Fill in the Add Identity form

In the Add Identity form at the top:

• Select type: Email or Domain

• Enter the email address or domain name

• Optionally add a note (e.g. the client or team name) for your reference

3

Add the identity

Click + Add.

The identity is immediately active — the person can log in straight away.

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Viewing Existing Identities

The identities table shows all current allowed identities:

Column	Description
Type	Email or Domain badge
Value	The email address or domain
Note	Your internal note or client name
Max Published Forms	Usage limit (∞ if blank)
Max Published Templates	Usage limit (∞ if blank)
Max Monthly Envelopes	Usage limit (∞ if blank)
Delete	Remove this identity

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Setting Usage Limits

You can set per-identity limits to control how much of the platform each user or team can use.

Limit	What it controls
Max Published Forms	Maximum number of forms this identity can have in "Published" status at the same time
Max Published Templates	Maximum number of document templates in "Published" status
Max Monthly Envelopes	Maximum number of e-signature envelopes that can be sent in a calendar month

A blank limit (shown as ∞) means unlimited.

Editing a Limit

1

Click the limit cell

Click the cell in the limit column you want to change.

2

Edit the value

The cell becomes an editable input.

Type the new limit (or clear it for unlimited).

3

Save or cancel

Press Enter to save, or click outside to cancel.

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Removing an Identity

Click the ✕ button in the delete column next to the identity you want to remove. The removal takes effect immediately — the user will not be able to log in again until re-added.

If the user is currently logged in, their existing session continues until it expires or they sign out. Removing an identity does not forcibly sign anyone out.

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Admin Emails (Super-Admins)

In addition to the database-driven allowed identities list, a set of admin email addresses is configured via an environment variable (ADMIN_EMAILS). These addresses:

• Always have access, regardless of the allowed identities list

• Have full access to the Admin panel

• Are not affected by usage limits

Contact your infrastructure administrator (or the person managing the Terraform configuration) to add or remove super-admin email addresses. This change requires a Terraform apply and ECS redeployment.

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Access Request Workflow

If a user attempts to log in with an email that is not on the allowed list, they can submit an access request. Administrators will see pending requests in the Admin panel's Access Requests tab.

From there, administrators can:

• Approve — the email is automatically added to allowed identities

• Reject — the request is declined and logged for audit purposes

Approved requests create an email-type identity with no usage limits by default. Limits can be set afterwards.