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.
š Prerequisite: Global user management permissions on your platform role. Only the Administrator role has access to every study object by default; every other role sees only the studies it has been added to.
Invite a user
š ļø Step by step guide
Go to Settings and open Users.
Select + Invite Users.
Choose the platform role the user should have.
Type the email address and press Enter to confirm it. Repeat to invite several people at once.
If the CTMS module is enabled, assign the centers whose subject data this user may see.
Select Invite.
š” Tips
The platform role is inherited as the default when this user is later added to an EDC study, and it can be changed there. See Configure roles and permissions.
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 trick for creating a test account to check what a role can actually see.
What happens after you press 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. |
š” Tip: 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
š ļø Step by step guide
Go to Settings and open Users.
Find the user.
In the Action column, choose the resend icon you need:
Resend Invitation Link, for someone who never registered.
Resend Activation Link, for someone who registered but never confirmed.
Manage users after they are set up
The Users page is where all of this happens:
Track access: filter the list and see each user's last login date, which is the quickest way to spot an account nobody is using.
Change roles and centers: update a user's platform role, or the centers whose subject data they can see.
Lock or unlock: suspend access without deleting anything. This is also how you release someone who has locked themselves out with five wrong passwords.
Delete: remove a user from the platform.
ā ļø 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.