Users

This table has been adapted from the built-in REDCap Help & FAQ. A few BIDMC/BILH tips have been added.

A role is a group of users that have the same permissions.  Using roles makes managing user access faster and more organized; it is a recommended best practice.  When you add a user to a role, they automatically assume the permissions of the role.  If you remove a user from a role, they initially retain the same permissions they had in role, but as custom rights. 

Create a Role:

1. Go to User Rights in the left-hand navigation bar.
2. Enter a role name in the "Create new roles" box.
3. Click the blue "Create role" button.
4. A dialog box window will open, allowing you to set the permissions for the new role.  Select the rights applicable to the role, and click "Save".

Edit, Copy or Delete a Role:

1. Go to User Rights in the left-hand navigation bar.
2. Click on the name of the role, in red, to bring up the permissions dialog box for that role
3. Edit the permissions as needed and click "Save". The permissions dialog box also has options to delete or copy the role in the lower right-hand corner.

Possible Roles

The study team can create any roles needed for their project. The outlines below are simply food for

To Change User Rights: Log in to REDCap, open your project, and click 'User Rights' in the left hand navigation bar.  All current users of the project will be listed.  

• Custom Rights: User privileges can be granted directly to a user; simply click their username, select ‘Edit user privileges’, and add/remove checks for the privileges to modify.  You can also set an expiration date; after that date, the user will no longer be able to access the project.
• Role: However, users can also be members of a role (a group of users with the same permissions).  To change the rights of the role, click on the red role name, and change then modify the permissions as above.

Alternately, users can be added/removed from role, by clicking on their username, and selecting to either ‘Re-assign to role’ to move to a different role, or ‘Remove from role’ to give custom rights.

Removing a user only impacts their access to the project; it will not delete/remove any records they have created or other work they have done in the project.  If a user has left a study, we encourage removing them from User Rights so that only the current users are listed.  A user can always be re-added if needed.

1. Go to User Rights.  Click on username, and select ‘Remove from project’. 
2. External Users: If you remove an external user, please contact the REDCap Support Team so that their account can also be deactivated; this prevents them from logging into REDCap once their project access is over.

To Add a User 

Those with admin privileges may grant other users access to the project. Before adding a new user to the project, please ensure these individuals have been added to the appropriate IRB protocol and have completed CITI training, if applicable.  Once this is complete, log in to REDCap and open your project.

1. In the left hand navigation bar under Applications, select User Rights.
2. On the User Rights page:

• To grant custom rights, click inside the first box ('Add with custom rights') and start typing in the name of the user.  Select their username when the type-ahead brings up their name.  The Edit User dialog will open, and allow you to set their custom rights.  Click "Save" in the lower right hand corner.
• To grant rights via a role(such as "Data Entry"), use the second box ('Assign to role'), and start typing in the name of the individual. When their name come up, click it, and then click the Assign to role button to add them to the role. See picture below.
  • A role is a group of users that have the same rights.  Project admins may create roles such as “Data Entry”, “Project Manager”, etc. and