Principal Investigators and designated members of their study team are automatically given access to their project's User Rights module. This enables the study team to manage who can do what in their projects, which includes adding users who have an existing REDCap user profile. If a new project user does not already have a REDCap user profile one must be created for them by a system administrator before they can be added to a project. For this reason, the process for adding a new user is as follows:

Adding a REDCap User

1. An authorized member of the project team searches for the user by typing their name into the User Rights module. If the user already exists in REDCap they may be added.

2. If the user does not already exist in REDCap then an authorized member of the study team must request for the new user to be added to REDCap. 

   • This request should be emailed to redcap@ualberta.ca and should specify the name and email address of each new user

   • An "authorized" member of the project team is anyone who has access to the User Rights section of the specified project.

   • System administrators will confirm that the user is authorized by checking their name and email address against the user rights for the specified project.

3. System administrators will configure the new user profile in REDCap, which will result in a user name and login information being emailed to the users.

4. System administrators will inform the Principal Investigator or the requesting user when the new users have been added.

5. An authorized member of the project team must then add the new user to the project and specify appropriate user rights.

Bulk Adding Users

For circumstances where there are a number of users to add it may be beneficial to use the following template:

User Import Template

Download the file, fill it out, then email it to WCHRI's REDCap support team at redcap@ualberta.ca.

When filling it out the columns should be completed as follows:

1. Username - This should be either:

   • the first portion of the new user's email address, or

   • 6 - 12 characters derived from their name. Typically this would be their first initial followed by their last name.

2. First name - the user's first name

3. Last name - the user's last name

4. Email address - the user's email address. Be sure to spell this correctly!

5. Institution ID - leave this blank.

We will use this data to create the users. If the username is already taken we will substitute a new one.