The study team member who requested an external user's account will be listed as the external user's sponsor, which grants them some additional abilities/responsibilities. On the My Projects page in REDCap, in the upper right hand corner, a sponsor may see two items:
User Access Dashboard (allows easy changes to project-level access for users; must have User Rights access in at least one project to be used)
Sponsor Dashboard (allows requests on behalf of external users; must be an external user's sponsor to use)
Via the Sponsor Dashboard, the sponsor can view their external users and make requests (password reset, account extension) on their behalf. These requests comes to the REDCap Support team the same way as a request to move a project to production does. This is a fast and efficient way to send REDCap Support a request, and manage the needs of external collaborators.
Accessing the Sponsor Dashboard:
Inside the Sponsor Dashboard:
Place a check in the box to the left of the username. More than one user may be selected at a time.
Click one of the colored buttons at the bottom. A request will be sent to REDCap Support.
Expiration dates for external user accounts are set for one year from the creation date. Setting an expiration helps keep our user base current by removing access automatically for users who are no longer actively using REDCap to collaborate in BIDMC studies.
A notification email of your upcoming expiration is sent to you and your sponsor about two weeks prior to the expiration. This is your opportunity to extend the account.
If you need to extend the account, please have your sponsor (listed on the email notification) email edata@bidmc.harvard.edu and ask to extend your expiration date for either one more year OR to a specific date.
If your account is not extended, it will be suspended on the expiration date. However, we can still extend your account at any time once the sponsor contacts us.
