How do I set up collaborators and edit their rights? (Step 2.1)

Modified on Fri, 12 Apr, 2024 at 2:29 PM

Learn how to set up collaborators and edit their rights in the second step of the study module.

TABLE OF CONTENTS

Setup
Video

Setup

In Step 2 "Access" of editing your study, you can set up your users called Collaborators.

⚠️ In order to set up collaborators you first need to define roles and add sites. Learn here how to set up your roles and sites. Come back to this article afterwards.

Do you want to delete or update a collaborator? Then read the following article: How do I delete or update collaborators?

Click on Create new collaborator and a new window will pop up.

	Fill all the required (*) fields such as email address and name of the collaborator.
	Choose the sites you wish to give the collaborator access to. You can either choose sites individually or give access to "All sites".
	The next step is editing the "Site rights". Here, you have the option to select a single role for all sites or giving the collaborator specific rights at each site. Choose a role from the dropdown menu for the corresponding site. One collaborator can have different roles for all sites he/she has access to site, but within one site the collaborator can only have one role.

If you want a more detailed overview of the site rights, click on "Manage roles per site" and a new window will pop up. Here, you can see the collaborator's roles and rights individually per site by unfolding each module and checking individual boxes. Click "Save" in the end to come back to your last view.

	Management rights are needed to manage a specific study in our system, e.g. being able to manage study settings. You can either toggle them as "All" or manage them individually by clicking on "Set management rights". Learn more about our management rights in the following article: All Climedo management rights and their explanation
	If you enter a new email address, the system will choose a guest user as a user type by default. If you are using an email address that is already a main user (in the main user overview via settings), the system will know this as well. If you wish to create a main user, toggle main user as an alternative way to do so. To learn more about how to create a main user, click here.

Main User: Can act as a "system admin" for the entire instance, e.g. Climedo Product Support or the Customer e.g. CRO or Sponsor. Remember, the Main User Overview can be found on the top right-hand corner in the navigation bar: In theory, a Main User can exist without access to any project.

Guest User: Is directly created within a specific project (i.e. a study or survey). A Guest User must be at least a collaborator in one project (study or survey) for him/her to exist.

For more detailed information, see: Climedo Software Rights

Once you save your new collaborator, an invitation email is sent out and the status of the collaborator is marked as ‘PENDING’ in your general Step 2 Overview. Once the email address is confirmed and the collaborator logs in, the status changes to ‘ACTIVE’.

The email invitation is only valid for 24 hours. If you wish to send the invitation, you need to choose your collaborator by ticking the box next to the email address , go to "Actions" and click on "Re-send invitation".

Video

When using our software, you will encounter two different types of users - the main user and the guest user. In this video, we explain these user types. Furthermore you will learn about the abilities of both groups.

✉️ Still have questions? Feel free to contact your Customer Success Manager or email us at support@climedo.de.