Access in Datacapt has two levels, and getting them the right way round saves a lot of confusion. A platform user can log in but sees no study data. A study user is a platform user who has then been added to a specific study. Everyone starts at the first level, so this is where you begin.
đ Prerequisite: Global Users Management (Invite) permission on your platform role. By default, only the ADMIN role has it.
Invite a user
[Screenshot to add: settings-users-invite-dialog.png, the Invite user window]
đ ïž Step by step guide
Go to Settings âș Users.
Select Invite users.
In Email, enter the address. To invite several people with the same role, separate their addresses with a comma.
In Role, choose the platform role.
Optional: under Access to studies, turn on Invite to all studies to give access to every current and future study.
Optional: under Access to centers, choose Select specific centers, Assign to all centers (current and future ones) or No centers. Centers decide whose subject data this user can see.
Select Invite.
The platform role becomes the default role when this user is later added to a study, and it can be changed there. See Create and manage roles and permissions.
đĄ Tip: an email address can exist only once. To give the same person a second role, invite them with an alias, for example youremail+monitor@mail.com. This is also the way to create a test account and check what a role can actually see.
What happens after you select Invite
The user receives two emails, not one, and the account is not usable until both have been acted on. The first asks them to register and create a password. The second asks them to finalize and validate the account.
While that is happening, the Users page shows you exactly where they are:
Status tag | Means |
Pending invitation | The user has not registered yet. They have not acted on the first email. |
Unconfirmed | The user has registered but has not validated the account. They stopped after the first email. |
No tag | Fully configured. First name, last name and company are complete and the account works. |
When a new user says "I never got the invitation", read the tag before resending anything. Pending invitation means the first email is the problem. Unconfirmed means they got it, registered and stopped, so what they need is the activation link, not another invitation.
Resend an invitation
[Screenshot to add: settings-users-list.png, the Users page with Pending invitation rows]
đ ïž Step by step guide
Go to Settings âș Users.
Find the user. You can type their name or email in Search users.
Select the icon at the start of the row:
On a Pending invitation row, the refresh icon sends the invitation again.
On an Unconfirmed row, the warning icon sends the activation link again.
Manage users after they are set up
The Users page lists every user with their Company, Platform role, Last login and Centers. The icons in the Actions column let you:
Track access: use Filters and the Last login column to spot an account nobody is using.
Change role and centers: select the edit icon to update the platform role or the centers whose subject data the user can see. Select the centers count to see which centers are assigned.
Lock or unlock: select the lock icon to suspend access without deleting anything. This is also how you release someone who has locked themselves out with five wrong passwords.
Delete: select the bin icon to remove a user from the platform.
â ïž Warning: deleting a user is not a pause button. A deleted user can be invited again later, but they start from nothing: new invitation, new registration, new password, and their study access has to be granted again. If someone is leaving temporarily, or you are not certain, lock the account instead.