> ## Documentation Index
> Fetch the complete documentation index at: https://docs.carelane.io/llms.txt
> Use this file to discover all available pages before exploring further.

# External Access

> PIN-based access for external users

External access provides limited access to study information for users outside the standard role structure, using PIN-based authentication.

## What is External Access?

External access enables:

* Limited access without full accounts
* PIN-based authentication
* Controlled information sharing
* Time-limited access

## Use Cases

| Scenario              | Example                                |
| --------------------- | -------------------------------------- |
| **Site Registration** | Sites registering for a study          |
| **Document Review**   | External reviewers accessing documents |
| **Regulatory Access** | Auditors or inspectors                 |
| **Partner Access**    | Collaborators needing limited view     |

## Site Self-Registration PIN

The most common external access use case:

### How It Works

<Steps>
  <Step title="Study Team Creates PIN">
    Generate or set a registration PIN for the study.
  </Step>

  <Step title="Share PIN">
    Provide PIN to sites you want to invite.
  </Step>

  <Step title="Site Accesses Registration">
    Site enters PIN to access registration.
  </Step>

  <Step title="Site Completes Registration">
    Site provides information and completes surveys.
  </Step>
</Steps>

### Managing the PIN

| Action         | How                                        |
| -------------- | ------------------------------------------ |
| **View PIN**   | Study Settings > Sites > Self-Registration |
| **Change PIN** | Generate new PIN in settings               |
| **Disable**    | Turn off self-registration                 |

<Warning>
  Keep PINs confidential. Share only with intended recipients. Change PIN if it becomes compromised.
</Warning>

## Access Controls

### What External Users Can Access

| Access Level     | What's Available            |
| ---------------- | --------------------------- |
| **Registration** | Registration forms, surveys |
| **Public Info**  | Public hub content          |
| **Limited View** | Specifically shared content |

### What External Users Cannot Access

* Study data
* Participant information
* Internal configurations
* Full application features

## PIN Security

### Best Practices

<AccordionGroup>
  <Accordion title="Limit Distribution">
    Share PINs only with intended recipients.
  </Accordion>

  <Accordion title="Change Regularly">
    Update PINs periodically or when needed.
  </Accordion>

  <Accordion title="Track Usage">
    Monitor who is using the PIN.
  </Accordion>

  <Accordion title="Disable When Done">
    Turn off PIN access when no longer needed.
  </Accordion>
</AccordionGroup>

### 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:

| Event            | Recorded          |
| ---------------- | ----------------- |
| **PIN Use**      | When, what IP     |
| **Registration** | Who registered    |
| **Access**       | What was accessed |

## Configuring External Access

<Steps>
  <Step title="Navigate to Settings">
    Go to Study Settings > Sites or relevant section.
  </Step>

  <Step title="Enable Access">
    Turn on the external access feature.
  </Step>

  <Step title="Configure PIN">
    Set or generate the PIN.
  </Step>

  <Step title="Set Scope">
    Define what can be accessed.
  </Step>
</Steps>

## Monitoring External Access

Track external access usage:

| Metric              | Purpose                       |
| ------------------- | ----------------------------- |
| **Access Count**    | How many times PIN used       |
| **Unique Users**    | Number of distinct users      |
| **Completion Rate** | How many complete the process |

## Best Practices

<AccordionGroup>
  <Accordion title="Clear Instructions">
    Provide clear instructions for external users.
  </Accordion>

  <Accordion title="Limited Scope">
    Only enable access to what's necessary.
  </Accordion>

  <Accordion title="Time Limits">
    Consider time-limiting access when appropriate.
  </Accordion>

  <Accordion title="Monitor Activity">
    Review external access logs regularly.
  </Accordion>
</AccordionGroup>

## Related

<CardGroup cols={2}>
  <Card title="Site Registration" icon="clipboard-check" href="/sites-partners/site-registration">
    Site self-registration process.
  </Card>

  <Card title="Security" icon="lock" href="/security-compliance/access-control">
    Access control overview.
  </Card>
</CardGroup>