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Define user rights

In the 'Users' tab, double clicking on a user's name or clicking the cogwheel icon in the 'Action' column provides an overview of the assigned rights for the selected user.

Institute rights 

Rights in Castor are assigned on the institute level. That means that a user can have different rights in one or multiple institutes.

  1. User rights can be edited for each institute listed in the left-most column.
  2. You can choose one of the pre-defined roles or create your own roles to assign rights quickly and to blind parts of the CRF.
  3. The record rights for the selected user per institute, which are as follows:
    • Add: Allows the user to create new records. To add a record, you also need a 'View' right.
    • View: Allows the user to view and print records, view and respond to queries and comments and print records.
    • Edit: Allows the user to enter and edit data in a record, import study and report data. Adding a report also requires Edit rights (instead of Add rights). 
    • Email: Allows the user to view and/or edit the stored email address within a record or within a survey invitation. Note: To be able to edit a record email address it is also necessary to have Edit rights.
    • Rand. (randomize): Allows the user to randomize records. Note: This was formerly combined with the 'View randomization' right, so all users who could randomize a record would also be able view the randomization. This has since been split into separate rights to allow for double-blinded randomization.
    • View rand. (view randomization): Allows the user to view the randomization allocation for a record.
    • Sign: Allows the user to digitally sign study forms.
    • Lock: Allows the user to lock records, preventing further data entry, as well as to unlock records.
    • Verify: Allows the user to do source data verification of data entry.
    • Query: Allows the user to create and close queries (used for monitoring).
    • Archive: Allows the user to archive and un-archive records.
    • Export: Allows the user to export data. To be able to export records, you need both 'View' and 'Export' rights.
    • Send surveys: Allows the user to create and send survey invitations as well as create and manage groups for bulk invites.
    • View surveys: Allows the user to view and enter survey data
    • Encrypt: Allows users to view and edit encrypted data.
    • Decrypt: Allows users to edit encrypted data.

Note: If your study has never been live and you would like to delete records, you need to have 'Archive' and 'Edit' rights.

4. Click the 'Save' button to save changes. Alternatively, click 'Close' to discard any changes and return to the 'User' overview.

You can check each right description in the information text for all institute and manage rights.

Note: Users with institute rights only can enter a study if it is live

Management rights

The management rights are advanced rights for users that are managing the study, in contrast to only performing data entry.  Open the 'User rights' dialog window by double clicking on the user's name or by clicking the cogwheel icon in the action column next to a user. To change the management rights, click the 'Management rights' tab at the top:

  1. Management rights can be changed using the Yes/No radio buttons next to the specific management right. The management rights are as follows:
    • Records: If a user has the 'Manage Records' right, they will see the 'Records' and 'Surveys' tab. The exact data the user can access depends on the specific institute rights. For example, a user who needs to view the records for 'Institute X' will need to have 'Manage Records' and 'View' rights for 'Institute X'.   To create and modify record groups (for the survey bulk invitations) the 'Manage Records' right is needed.
    • Forms: Allows the user access to study management tab 'Structure' and 'Form' (the Form Builder) to create, edit and export/import forms.
    • Users: Allows the user access to study management tab 'Users'.
    • Settings: Allows the user access to study management tab 'Settings'.
  2. Click 'Save' to save the changes, or 'Close' to discard changes, and return to the 'User' overview.


  • To view the Audit Trail, all management rights must be enabled.
  • Users with 'Mange Records' rights but without 'View' rights for specific institutes can still see some aggregated/summarized data in the 'Statistics' tab for all institutes, as well as for individual institutes. They won't be able to view the data itself when accessing 'Records', 'Reports', 'Surveys' or 'Monitoring' tabs.

User role deviations are highlighted in the Rights overview 

Changing permissions on an already assigned role will not also update the effective user rights, which can lead to confusion & potentially errors in the needed/final user permissions.  All user rights that deviate from the set of user rights defined for a specific user role are highlighted in the rights overview.

Adding users and managing their rights:

Watch the video walk-through on Castor Academy

Invite and manage users in your study | Castor Academy

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  1. Castor Support Team

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