Introduction
Managing roles and permissions across multiple studies and modules has never been easier!
Datacapt centralizes all roles and permissions in one intuitive place, ensuring seamless management for all your studies and activated modules.
In this article, we’ll cover everything you need to know about Roles & Permissions, so you can configure and manage them like a pro.
1. Definitions
Before diving into the configuration process, let’s define the key terms you need to know:
Role: A set of permissions grouped by main application modules.
Permission: A specific authorization to perform an action within the system.
User: A specific individual with access to Datacapt.
Platform - User Role: A role assigned to a user at the global platform level.
EDC Study - User Role: A role assigned to a user at the clinical study level within the EDC module.
These definitions outline the structure of roles and permissions in Datacapt, setting the foundation for effective configuration.
Configure Roles and Permissions
2. Review default Datacapt roles
When Datacapt is first configured and delivered, it includes 7 default roles to get you started.
How to access and review default roles:
Navigate to "Settings" > "Roles" on the left-hand menu.
Open an existing role using icon
Expand each permission block to review the applied permissions:
Green indicates the permission is applied.
Blank indicates the permission is not applied.
Note: These default roles cannot be modified.
3. Create custom roles
If the default roles do not align with your clinical project’s needs, you can create custom roles tailored to your organization.
How to create custom roles:
Navigate to "Settings" > "Roles" on the left-hand menu.
Select "+ Add New Role".
By default, all permissions are deactivated.
Expand each permission block and apply the necessary permissions.
Click Save to finalize your custom role.
How to modify a custom role:
Navigate to "Settings" > "Roles" on the left-hand menu.
Open the role you want to modify using the icon
At the top, select "Edit".
Apply the necessary changes to the permissions.
Click Save to update the role.
Note: Changes to a role are reflected live and automatically apply to all users assigned to that role within a given study.
4. Role Assignement Hierarchies
For users with access to User Management—whether at the platform or study level—it is possible to assign roles to other users. Additionally, you may need to limit a role’s capacity to assign or upgrade other roles (e.g., restricting a specific role from upgrading users to "Admin").
How to configure role assignement hierarchies :
Navigate to "Settings" > "Roles" on the left-hand menu.
Open the desired role using the icon
At the top, select "Edit"
Expand the "Role Assignment Restrictions" block
Choose which roles this role is allowed to assign
Click Save to apply the settings
Note: By default, only users assigned to the "ADMIN" role (the default Datacapt local admin role) can upgrade another user to "ADMIN".
Frequently Asked Questions
Is it possible to duplicate roles ?
Currently, it is not possible to duplicate roles in the existing version of Datacapt.
However, stay tuned—this feature may be available in future updates!
How to test roles ?
Testing roles is simple! To do this, create a test user by using an email alias, such as myname+test@mail.com , and assign the desired role to the test user.
Open an incognito window and log in with the test account to check the permissions.
If a permission is incorrect, switch to your admin account, modify the role, and save your changes. Since changes to roles are applied live, simply reload the incognito page and test again to verify the updates immediately.