What is External Access?
External access enables:- Limited access without full accounts
- PIN-based authentication
- Controlled information sharing
- Time-limited access
Use Cases
Site Self-Registration PIN
The most common external access use case:How It Works
1
Study Team Creates PIN
Generate or set a registration PIN for the study.
2
Share PIN
Provide PIN to sites you want to invite.
3
Site Accesses Registration
Site enters PIN to access registration.
4
Site Completes Registration
Site provides information and completes surveys.
Managing the PIN
Access Controls
What External Users Can Access
What External Users Cannot Access
- Study data
- Participant information
- Internal configurations
- Full application features
PIN Security
Best Practices
Limit Distribution
Limit Distribution
Share PINs only with intended recipients.
Change Regularly
Change Regularly
Update PINs periodically or when needed.
Track Usage
Track Usage
Monitor who is using the PIN.
Disable When Done
Disable When Done
Turn off PIN access when no longer needed.
When to Change PIN
Change the PIN when:- PIN may have been shared too widely
- Recruitment wave is complete
- Security concern arises
Audit Trail
External access is logged:Configuring External Access
1
Navigate to Settings
Go to Study Settings > Sites or relevant section.
2
Enable Access
Turn on the external access feature.
3
Configure PIN
Set or generate the PIN.
4
Set Scope
Define what can be accessed.
Monitoring External Access
Track external access usage:Best Practices
Clear Instructions
Clear Instructions
Provide clear instructions for external users.
Limited Scope
Limited Scope
Only enable access to what’s necessary.
Time Limits
Time Limits
Consider time-limiting access when appropriate.
Monitor Activity
Monitor Activity
Review external access logs regularly.
Related
Site Registration
Site self-registration process.
Security
Access control overview.