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Adding users to the study

You must add a site to a study before you associate a user to that site. For more information, see Uploading multiple sites to the study or Adding a single site to the study.

IRT determines whether to create or update the user record by checking to see if the user already exists in the study. If it finds the user, the user record is updated. Otherwise, a new user is created.

IRT looks for the External ID for a user. If an External ID does not exist, the system uses the user's email ID.

Best practices for using IRT

When uploading a batch of new users, always start with a new, blank spreadsheet.

  1. Click Study (Study tab (main menu)).
  2. On the left, in the Users section, click User Upload.

    For descriptions of the fields on this page, see User Upload page.

  3. In the Instructions for User Data Upload section, click Download User Template.
  4. Save the spreadsheet to your desktop.
  5. Type the information for the users you want to add into the spreadsheet.

    To display format requirements, in the Instructions for User Data Upload section, click Click here to view instructions for this module.

    The following fields are required:

    • Role
    • Site or Depot, only if the role is a site or depot user
    • First Name
    • Last Name
    • Email
    • Country
    • External ID (if configured for your study)

    The following field is optional:

    • Send User ID
  6. Save the file in CSV or the Microsoft Excel format.
  7. In the Upload User Data section, click Browse.
  8. Select the file you saved to your desktop, and click Open.
  9. From the Encoding drop-down list, select the encoding type.
  10. In the Web Password field, type your password.
  11. Click Upload User Data.

    When the spreadsheet is uploaded, a confirmation message appears.

    If a user record is incomplete, you can make corrections before submitting the data.

    After upload, each user listed in the spreadsheet automatically receives:

    • An email with an attachment with the User Authentication Form with a User Authentication Code (UAC).
    • An email with a user ID and a link to identify a password.

Note: This function allows you to edit the spreadsheet and any user information that has already been added to IRT. For more information on editing user information, see Editing a user's contact information, role, and site or depot association.

To view and edit a list of recently uploaded users (who have not yet been authenticated), see Pending Users. To view a report of all system users, see the System Access report.

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