Content in this article relates to:
eCOA Solutions
NxT Platform
Swift Product
Use this article to learn how to find your Site Users list, request access for new site users, update existing user details, and remove access when needed.
Follow the steps below to work through each part of the user management workflow.
Summary of Process Steps
Find Your Site Users List
Open your site in the Sites dashboard to view the Site Users list and see who currently has access.
Add a New User
Use + New User to request access for a new site user. The request is sent to your operational team for approval.
Edit a User
Use the actions menu on a user's information card to review and update the fields you're permitted to edit.
Remove User Access
Use the actions menu on a user's information card to remove their access. Once removed, the user no longer appears in the Site Users list.
1
Find Your Site User List
The list of site users given access to your site's database is shown in the Sites dashboard.
All staff who've been granted access to your site's study database will appear in the Site Users tab of the dashboard. Their information will be shown on cards unique to their accounts. The information cards show:
Full name
Email address that the user uses to sign into their Clario Portal account
Their role(s) (e.g., Site Administrator, Principal Investigator, Study Coordinator, etc.)
The status of their account (e.g., Requested, Confirmed, etc.)
The status of their training when study-specific training content is part of their onboarding procedures
Each card may also have additional actions that you can take to better manage the user's account. We discuss each of these options later in this article.
To locate the site user list:
Starting from Clario's Global Dashboard, press Select Study or Organization.
Choose your study from the drop-down list, or select Show more… to search for it.
Select My Sites.
The Site Users tab displays by default on the dashboard.
Why isn't the Site Users tab automatically selected?
Depending on the solutions included in your study's configuration, you may see more than one tab menu on the Sites dashboard. This may result in you needing to select the Site Users tab in order to view your staff's Clario Portal account information.
2
Manage Site User Details and Access
The site editor includes two menus: Site Details and Principal Investigator. This section introduces what you'll see in each menu so you know which fields can be updated and how the form behaves.
A
Add a New User
Requesting a new user in NxT sends a request to your study's operational team (such as the sponsor or CRO) to approve the account. Submitting the request does not give the user immediate access. After you submit it, the user's status will show as Requested until the request is reviewed and approved.
To add a new user:
Press + New User.
Complete all required fields.
Choose the appropriate role from the drop‑down menu.
Select Submit.
A confirmation message appears telling you the user was requested successfully.
Assigning multiple roles
To assign multiple roles, select the Roles field again and choose additional roles. To remove a role, select the X next to its name.
B
Edit a User
Users with the correct permissions can edit site users who are in Requested, Invited, or Confirmed status.
To edit a user:
Open the user's information card.
Select the three vertical dots to open the actions menu.
Press Edit.
Update any field that is editable (fields that are greyed out cannot be changed).
Select Submit.
Review your changes and select Confirm to finish.
Editing demographic details
Updates to a user's full name or email address must be made by the user themselves. They'll need to log in, go to their profile, and make the changes there. You can learn more about this process in our Editing Your Profile guide.
C
Remove User Access
Users with the correct permissions can remove site users who are in Requested, Invited, or Confirmed status. After removal, the user's information card will no longer appear in the Site Users list.
To remove a user:
Open the user's information card.
Select the three vertical dots to open the actions menu.
Press Remove Access.
Review the confirmation message and select Remove to complete the action, or Cancel to exit.
User Access Status Definitions
Requested
Your request to add this user has been sent to the operational team for review.
Invited
The operational team approved the request. The user has been invited by email to complete their registration.
Confirmed
The user completed their registration and now has access to your site.
Rejected
The operational team declined the request. The user will not be added, and their information will no longer appear in the Sites dashboard.
Duplicate user access requests
The Clario Portal prevents duplicate access requests for the same email address.
If a user already has an open request for your site and study, you cannot submit another one until the existing request is resolved. If the request was Rejected, the same email address can be used again for a new request.