Adding New Users to EnrollNow

EnrollNow’s user management tools allow Site Admins to manage user accounts, site access, study assignments, roles, and account status.

This article explains how to:

• Add a new user
• Assign site and study permissions
• Resend an enrollment invitation
• Lock or unlock a user account
• Initiate a password reset

Who Can Manage Users?

Only users with the Site Admin role can manage other users in EnrollNow.If you do not have Site Admin access, contact your organization’s EnrollNow Site Admin for assistance.

Adding a New User

Step 1: Navigate to Users Tab

1. Select the Site Admin in the upper right.
2. Select the Users tab on the left.
3. Select Add User.

Step 2: Enter the User’s Information

Enter the following information:

• First name
• Last name
• Email address
• Site Permissions (choose one):
  • Site Admin & Registry Access
    • Provides administrative access to site settings and access to the Registry.
  • Site Manager & Registry Access
    • Provides site-management capabilities and access to the Registry without full Site Admin permissions.
  • Registry Access
    • Provides access to the Registry without broader site-management permissions.
  • None
    • Does not provide site-level access. The user may still be assigned access to individual studies, depending on the selected study permissions.
• Study Assignments, Roles, and Permissions
  

  • Select the studies the user should be able to access and assign the appropriate role and permissions for each study.

  • Study permissions should reflect the user’s responsibilities within the research team.

     

Step 3: Send the Invitation

After reviewing the user’s information and permissions, select Send Invitation. EnrollNow sends the user an enrollment email containing a link to create their account and set a password.

Managing User Access

Site Admins can update a user’s site permissions, study assignments, roles, and permissions after the account has been created.

To update a user:

1. Go to Site Admin.
2. Select Users.
3. Select the user’s name to open their profile.
4. Add or remove study assignments as needed.
5. Update the user’s roles or permissions.
6. Save the changes.

Review user access regularly to confirm that each user has only the permissions required for their role.

Additional User Management Actions

Resending an Enrollment Invitation

A newly added user remains in a Pending status until they complete the enrollment process. Ask the user to check their spam or junk folder if the new invitation does not appear in their inbox.

If the user does not receive the invitation email:

1. Go to Site Admin > Users.
2. Locate the user with the Pending status.
3. Select the Resend Invitation icon.

Unlock a Locked Account or Lock an Account(Disable)

A user account may become locked after multiple unsuccessful login attempts. A Site Admin can also lock an account to prevent the user from accessing EnrollNow.

Unlocking an Account

To restore access to a locked account:

1. Go to Site Admin > Users.
2. Locate the user with the lock indicator.
3. Select Unlock Account.

The user can then attempt to sign in again.

Locking an Account

To prevent a user from accessing EnrollNow:

1. Go to Site Admin > Users.
2. Locate the appropriate user.
3. Select the option to lock or disable the account.

Locking an account restricts the user’s access without deleting their user record or historical activity.

Resetting a User’s Password

A Site Admin can initiate a password reset for a user.

To send a password-reset email:

1. Go to Site Admin > Users.
2. Locate the appropriate user.
3. Select Reset Password.

EnrollNow sends the user an email containing instructions for creating a new password.

If the email does not arrive, ask the user to check their spam or junk folder and confirm that the email address listed in their EnrollNow account is correct.

Additional Recommendations

• Assign users only the access and permissions needed for their responsibilities.
• Review user access when team members change roles or leave the organization.
• Lock accounts promptly when access should be temporarily or permanently restricted.
• Confirm that each user has an individual account rather than sharing login credentials. Login credentials should be unique for every user.  If more user seats are needed, contact the EnrollNow team to discuss the adding additional users.
• Verify email addresses before sending invitations or password-reset emails.
• Follow your organization’s security and account-management policies when adding or removing user access.