System Structure & Architecture

Templates

Form definitions (form data fields, layout, etc.) are stored as so-called templates. Each system has its own set of templates. Templates are first created by an administrator of the respective system, then assigned to the responsible developers and form designers. The administrator also creates users and permissions, as well as the assignment to an »area«.

Areas

Each template is assigned to an »area«. Areas are displayed in the mobile clients apps under »Settings« and serve to structure and organize the available templates and form types.

Systems (Clients, Tenants)

Each system can be managed separately and used for different departments or clients. The advantage of the system concept is the granular and delegable »sub« administration by local / departmental administrators.

Items

The actual form data is stored as form elements (»items«) instantiated from the template – for example, manually by a user creating a new form in the HybridForms App. The form entry is assigned to the area of its form template.

HybridForms has several administration or access levels for different types of users:

Core Server Admin

Has access to all elements, in particular the central server settings at the top level as well as administrative access to all systems, templates and user licences. Can add systems and assign them to System Administrators. Can assign user licences from the central licence pool to a system and transfer unused licences back.

System Admin (Tenants)

Has full administrative rights within a specific system. Can manage templates, user licences, groups and areas. Can also view and manage catalogues assigned to the respective system.

Group-based roles

Group Portal Admin: Can view and manage all groups (e.g. create, delete). Has no access to forms.
Group Portal Read-Only User: Can view all groups but make no changes. Also has no access to forms.
Group Admin: Limited to their assigned group. Can manage most group functions, view and edit their own forms, and access all forms within their group.
Group Read-Only Admin: Read-only access to their assigned group. Can view their own forms and all other forms within the same group, but cannot make changes.
Group Status Admin: Can display and update the status of their own forms, and view and update the status of all forms within their group.

Template Designer

Read-only access to their assigned templates. Cannot edit templates. Has no access to forms.

Catalog Manager

Core Catalog Manager: Full access to all catalogs across the entire platform. Can create and manage catalogues.
System Catalog Manager: Access only to catalogues assigned to their respective system. Cannot create new catalogues.

API‑ and template‑based access roles

Full Access (or Read-Only) & API: Access to all forms within a template, both via the admin UI and the API.
Create Forms: Can create new forms in the app and edit their own forms.
Update Forms: Can edit their own forms.

Standard User

The standard users are outside the administration hierarchy listed above, but are included here for the sake of completeness. Can use the HybridForms App, create forms, and access forms assigned to them or their group. Can access the HybridForms Admin Web App exclusively for their own form entries. No access to administrative functions.

Deployment: Azure Cloud or On-Premises (virtual servers)
ADFS (optional): Server 2016+ ADFS 4 (OpenID Connect)

HybridForms supports running AI models on dedicated, self-controlled servers – on-premises or in a private cloud. Sensitive form data, voice input and AI processing never leave your own infrastructure. Instead of public AI services, certified, locally hosted language models (LLMs) are integrated, fitting seamlessly into the existing HybridForms Core Server architecture. This model meets the requirements of GDPR, NIS2 and sector-specific compliance regulations – making HybridForms a trusted AI platform for public authorities, critical infrastructure operators and regulated enterprises.