Invite and manage users in your study

Transcript:

  • Castor allows you to manage all your users, and their roles and rights for the study in the Users tab
  • To add a new user to your study, navigate to Users and click the Add button
  • Enter the user’s email address, assign the user to an institute and add a message if necessary
  • If the user is new to Castor, they will receive an email with a registration link inviting them to create an account.
  • If the user already has an account, they will receive an email notification that they were invited to the study and will see the study next time they log in.
  • If you do not assign the user rights, the study will not be visible for them and they will not be able to do anything in the study
  • You can also re-send an invitation if the user has not joined the study yet.
  • There are two types of rights in Castor - institute rights and management rights
  • Institute rights are necessary during the data entry process for adding data to the forms, randomizing records and monitoring the study
  • The management rights are advanced rights for users that are managing the study, in contrast to only performing data entry
  • The easiest way to define institute rights for groups of users is to define roles which contain preset user rights.
  • Click Edit roles
  • Here you can see several default roles with predefined rights
  • Admin has full access to all parts of the study, data entry users can only add data and send surveys and monitors can view the data, add queries and verify data
  • Click Add role to create a custom role
  • Assign the necessary rights to a role and Save 
  • For each study Castor allows you to assign unique rights per user per institute
  • Click the cogwheel next to a user to edit their rights
  • A user can have a different role for each institute participating in a study
  • In the User role column, assign a role for this institute
  • Selecting a user role automatically assigns the rights defined for this role
  • You can change individual rights for the user by checking and unchecking the boxes
  • To add management rights, click the Management rights tab
  • These rights will enable the users to see tabs to manage the study.
  • Manage records - If a user has manage records rights, they will be able to access the Records tab while the study is not live. This can be useful when testing the study before it is live.
  • Manage forms allows a user to change the Forms, for example adding new fields
  • Manage users - allows adding users to the study, and to create and assign user roles
  • Manage settings allows access to study settings and setting the study to live
  • Click Save to save the rights
  • Another function with roles is the ability to hide specific parts of the study for certain roles
  • To hide parts of your study, go to the Structure tab
  • Click on the cogwheel icon and Assign user roles
  • In this pop-up select the phase or role for which you do not want to show the phase
  • The user with this role will no longer be able to see this phase