# Roles and Permissions

**URL:** <https://forum.avicennaresearch.com/t/roles-and-permissions/1282>\
**Category:** Reference\
**Created:** [June 16, 2025, 9:19am UTC](https://forum.avicennaresearch.com/t/roles-and-permissions/1282 "2025-06-16T09:19:30Z")\
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**Author:** ![mojtaba](https://forum.avicennaresearch.com/letter_avatar_proxy/v4/letter/m/e56c9b/32.png) [@mojtaba](https://forum.avicennaresearch.com/u/mojtaba)\
**Post date:** [June 16, 2025, 9:19am UTC](https://forum.avicennaresearch.com/t/roles-and-permissions/1282/1 "2025-06-16T09:19:30Z")

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Sometimes you may need to assign specific permissions to each of the contributing researchers in your study based on their responsibilities. For instance, you may need to assign the **Data Manager** role to one of your researchers and grant them permission to access, view, and export data for further analysis. In another case, you may need to assign another researcher the **Recruiter** role with permission to enroll new participants, view participant information, and modify their enrolment data, but not be able to access their study data.

Our platform allows you to define and modify the roles and permissions for each one of your researchers inside the **Researchers** page on your researcher dashboard.

In the following sections, we will discuss how you can create a role, assign it to a researcher, and modify their permissions, so each of the researchers has specific permissions based on their responsibilities.

## Managing Study Roles

Within the **Roles** tab of the **Researchers** page on your dashboard, you can create, edit, delete, and view roles.

When you create a role inside the **Roles** tab, you are defining a role and its permissions throughout your study. As a result, you will not be able to select a site in the **Create a New Role** dialog. To modify the access of a role for a specific site, please see [Adjusting Researcher Permissions](#p-2909-adjusting-researcher-permissions-10).

After creating a role, you can assign it to researchers on the **Researchers** tab and further customize their permissions if needed.

### Creating a New Role

To create a new role with specific permissions:

1. Open the **Researchers** page on your dashboard.

2. Navigate to the **Roles** tab.

3. Click on **Create New Role**.

4. Enter a unique name for the role.

5. Select the permissions you want to grant to this role.

6. Click **Create** to save the role.

### Editing an Existing Role

To modify an existing role:

1. Open the **Roles** tab and locate the role you want to update.
2. Click the **three-dot menu** and select **Edit**.
3. Update the role name and/or permissions.
4. Save your changes.

> [!note]  
> These changes are applied immediately to all researchers assigned to that role.

 ![Edit a Role](https://forum.avicennaresearch.com/uploads/default/original/2X/7/7631e97825510dca602ac7e18cae2b437ce440f6.png)

### Deleting a Role

To delete a role:

1. Open the **Roles** tab and find the role you want to remove.
2. Click the **three-dot menu** , select **Delete** , and confirm.

> [!note]  
> Deleting a role will revoke its permissions from all researchers who were assigned to it.

 ![Delete a Role](https://forum.avicennaresearch.com/uploads/default/original/2X/6/63f0ae271e522019e21bba45ae5ee46bd11a42c9.png)

### Pre-defined Roles in Avicenna

In addition to the roles that you can define in the Roles tab, there are two pre-defined roles.

#### Study Owner

The **study owner** is the person who owns the study and has full control over all of it. Each study can have only one owner, and by default, the person who creates the study becomes the owner.

For example, the study owner is the **only** person who can access and manage the study license. They are also the main point of contact for communication from Avicenna.

The study owner can change the roles and permissions of any researcher, including their own. They can also promote or demote a researcher to the permission manager role, or transfer study ownership to another researcher.

To transfer study ownership:

1. As the current study owner, go to the **Researchers** tab.

2. Click the three-dots menu next to the researcher you want to transfer ownership to.

3. Confirm the transfer.

> [!note]  
> Once you transfer ownership, it will be removed from your account and assigned to the selected researcher.

#### Permission Manager

The **permission manager** is another pre-defined role that can be assigned by the study owner or another permission manager.

Researchers with this role can modify the roles and permissions of any researcher in the study, including themselves, except for the study owner. They can also promote or demote other researchers to or from the permission manager role.

By default, there are no permission managers when a new study is created. The study owner can promote any researcher to this role.

To promote or demote a researcher to this role:

1. In the **Researchers** tab, click the three-dots menu next to the researcher’s name.

2. Select **Promote to Permission Manager** or **Demote from Permission Manager** , and confirm.

## Managing Researchers and Permissions

In the **Researchers** tab, you can invite new researchers to your study, assign or remove roles for each researcher, adjust or customize their permissions, or completely remove their access from the study.

### Adding Researchers to a Study

To add new researchers to your study:

1. Open the **Researchers** page.

2. Click **Add New Researcher** and enter their email address.

3. Assign the appropriate role or adjust their permissions to define their level of access. You can also select the site you want the researcher to be added to.

4. Click **Save** to confirm adding the researcher to the study.

### Adjusting Researcher Permissions

You can adjust a researcher’s permissions and/or assign them a new role in the **Researchers** tab.

To modify the researcher’s permissions, follow these steps:

1. In the **Researchers** tab, click the **three-dots menu** next to the researcher’s name.
2. Select **Adjust Roles & Permissions**.
3. Update their roles or individual permissions as needed.
4. Save your changes to apply the new access levels.

When adjusting a researcher’s permissions, you can configure the following:

- **Site:** Use this dropdown to choose whether the researcher’s permissions apply to **all sites** or to **one specific site**.

- **Roles:** Use this dropdown to assign one or more roles to the researcher. The researcher will receive the **combined permissions** of all selected roles.

- **Study Protocols and Study Data:** In this section, you can adjust individual permissions for this researcher only. Any changes made here will override the permissions defined in the assigned roles.

#### Permissions Hierarchy and Dependencies

In the **Adjust Roles & Permissions** panel, some permissions depend on others. This means that what you can select in one place may change based on another permission setting.

- **Participation Dependence:** The permissions for **Sessions** , **Activity Responses** , and **Sensor Data** can only be changed if **Participation** is set to **View** or **Full**.

- **Sessions and Activity Responses Relationship:** The **Activity Responses** permission depends on the **Sessions** permission.

### Removing Researchers from a Study

To remove a researcher from your study:

1. Go to the **Researchers** tab.

2. Click the **three-dots menu** next to the researcher’s name and select **Remove**.

3. Confirm the action to complete the removal.

## Troubleshooting

### I can’t see one or more pages or elements in the researcher dashboard

This is most likely due to your permissions. Please contact your study owner or a permission manager to request the required access.  
If you are a Permission Manager, you can also review and adjust your own permissions.

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