Datacapt has two key user levels to manage access and permissions effectively:
Platform Users:
These users have access to the platform itself but do not, by default, have access to any specific study information.
Study Users:
To access study data, a user must be added to a specific study.
Note: Only users with the ADMIN role have default access to all study objects.
As a first step, users must be created and managed at the platform level before configuring their access at the study level. This article explains how to manage users at the global level.
Steps to Invite a User
Navigate to "Settings".
Select "+ Invite Users".
Fill in the required details in the pop-up window:
Choose a platform role:
Tip: If a user is added to an EDC clinical study, they will inherit this role by default, but it can be customized. Discover more about custom roles.
Enter the email address of the user to invite:
Press Enter to confirm the email.
The email address must be unique.
To invite the same user with another role, use an alias (e.g.,
youremail+alias@mail.com).You can invite multiple users simultaneously.
If the CTMS module is enabled:
Assign centers to control the user’s access to subject data under the Subject Management Module.
Click "Invite" to finalize the invitation.
What Happens Next?
After sending the invitation, the following steps occur:
First Email: The invited user will receive an email prompting them to:
Register and create a password.
Confirm their email address to access the platform.
Second Email: A follow-up email will be sent asking the user to finalize and validate their account creation.
User Statuses Tags:
Pending Invitation: The user has not yet registered.
Unconfirmed: The user has registered but has not finalized account validation.
Fully Configured: The user is fully set up with no status tags, and their first name, last name, and company fields are completed.
Managing User Access
On the Users Interface, you can perform the following actions:
Monitor User Access:
Filter and track all user accesses to the platform, including their last login date.
Modify Platform Roles and Centers:
Update a user’s global role or assigned centers as needed.
Lock or Unlock Users:
Restrict or restore user access to the platform.
Delete Users:
Remove a user from the platform.
Note: Deleted users can be re-invited later and will need to repeat the user creation steps.
Re send a user invitation
If a user has not completed their profile creation, you can resend the activation email to prompt them to complete the process.
Steps to Resend an Invitation
Navigate to General Settings.
Click on "Users".
In the Action column, locate the Resend icons:
Resend Invitation Link: Send a new invitation link to the user.
Resend Activation Link: If the user has registered but has not confirmed their account, you can resend the activation link directly from the platform.
By using these options, you can ensure the user completes their account setup without needing to create a new invitation.
Single Sign On - SSO
Single Sign-On (SSO) allows you to log in using your enterprise credentials, eliminating the need to create and remember a separate password. The system is based on SAML 2.0 and is linked to the email domain of the main company associated with your tenant (e.g., yourcompanyname.com).
Benefits of Using SSO
Simplified Login: Use your company credentials to log in, saving time and avoiding the hassle of managing another set of login details.
Improved IT Management: User access is automatically revoked when a user is removed from your company’s centralized Active Directory, ensuring secure and streamlined user management.
Seamless Experience: SSO simplifies daily workflows by providing quick and secure access.
The Datacapt Expert Team will configure SSO for your company, if required.
How SSO Works in Datacapt
SSO User Creation:
If a new user's email domain matches the company's SSO domain (e.g.,
yourcompanyname.com), the system automatically assigns them as an SSO user.If the email domain does not match, the user will be treated as a standard Datacapt user and must configure and maintain a Datacapt-specific password.
SSO users are tagged
and visible under the Users tab.
Coexistence of SSO and Standard Users:
SSO users and standard Datacapt users can coexist within the platform.
SSO users log in using their company credentials, while standard users log in with their Datacapt-specific email and password.
Login Process
For SSO Users:
On the login page, click the SSO button displaying your company logo. This will redirect you to your company’s authentication system.
Note: In case of a forgotten password, contact your company's IT department, as Datacapt does not handle SSO credentials.
For Standard Users:
Enter your email and password in the standard Datacapt login fields.