Administer a Project
Last updated: October 14, 2026
What this is
Each project has its own People & access page where you decide who can work on that project, at which site, and with what level of access to participant data. It uses the same layout as Administrator settings, with two tabs:
| Tab | What it is for |
|---|---|
| Members | See everyone with access to the project, which project user type they hold at which site, and when they last signed in. Remove a single assignment. |
| Pending invites | See project invitations that have not been accepted yet. Resend or cancel them. |
Project access is different from organization access in two ways:
It uses project user types. A project user type describes a person's job on the study and decides what they can do with participants and their data. Organization user types do not grant any project or participant access.
It is granted per site. Every project user type is assigned at one site of the project. The person sees and works with participants at that site only. To give someone access at two sites, assign them at each site.
When to use it
A coordinator or investigator starts working on a study at one of your sites.
A monitor needs access to review a project.
Someone moves to a different site on the same study, or changes job on the study.
Someone leaves the study team.
Before you start
Every built-in project user type can open People & access to see the project's members and pending invitations.
Inviting and removing members needs permission to administer the project. In the built-in user types, Organization Super Admin and Organization Admin have it for every project in the organization, and the project Super Admin and Admin have it for their project. Without it, Add member and Remove do not appear.
The project must have at least one site. You cannot send a project invitation until a site has been added.
Check the environment you are in. Project invitations and members are kept separately in Test and Live. A project invitation applies only to the environment it was sent from, and the invite dialog names that environment.
Built-in project user types
Every project offers these system user types. Choose the one that matches the person's job before you invite them.
| User type | What the person can do on the project |
|---|---|
| Super Admin | Project configuration and membership, and participant records, with view-only access to forms. Can see participants' personal and health information. |
| Admin | The same access as Super Admin: project configuration and membership, and participant records, with view-only access to forms. |
| Project Coordinator | Runs the study day to day: participants and their status changes, visits, form entry and editing, notes, scheduling, and person documents. |
| Blinded Project Coordinator | The same access as Project Coordinator, for blinded studies. |
| Investigator | Clinical oversight: form entry and editing, PI sign-off, visits, notes, and scheduling. |
| Blinded Investigator | The same access as Investigator, for blinded studies. |
| Monitor (CRA) | Read-only review of participants, form data, signatures, queries, and notes. Cannot see participants' personal or health information. |
Invite a project member
Open the project, then click People & access in the project navigation.
Click Add member. The Invite a project member dialog opens.
Read the environment notice at the top. The invitation grants access only in the environment named there.
Enter the person's Email. This becomes their username. You cannot invite yourself.
Choose one Clinical user type. This decides what the person can do with participants and forms (see Built-in project user types).
Choose one Site. The person sees and works with participants at this site only.
Click Send invitation. If another administrator removed the user type or site while the dialog was open, the invitation is not sent. Refresh the page and choose again.
You can also give project access from Administrator settings, either while adding someone to the organization or with Add member > Add to project for an existing member. See Administer Your Organization. Those flows let you choose more than one user type for a project, and Add to project starts in Test.
What happens next
New to Curebase. They get an invitation email with a Set Up Your Password button and have 30 days to accept. Until then, they appear on the Pending invites tab and have no access.
Already has a Curebase account. The access is added right away. They do not appear on the Pending invites tab.
Once the invitation is accepted, the person can open Sitebase for your organization and lands on Home. They do not get an organization user type, so they have no organization administration rights.
Give someone access at another site or with another user type
Each invitation from this page grants one user type at one site. To add more, send another invitation with the additional user type or site. The person keeps their existing assignments. If they still have a pending invitation for this project, the new access is merged into it and its 30-day window restarts.
Manage pending project invitations
In the project's People & access, click the Pending invites tab. It lists every invitation that has not been accepted or expired, with the Recipient, the Access it will grant (user type and site), and a Status of Pending.
Direct project role in the Access column means the invitation grants a project role directly rather than a user type.
No access selected means the invitation does not grant any project access.
Optional: Type in Search pending invitations to find an invitation by email.
Choose an action:
Resend sends the same invitation email again with the same link. It does not extend the 30-day window.
Cancel withdraws the invitation. The link in the email stops working.
Manage project members
Read the Members list
In the project's People & access, click the Members tab.
Optional: Type in Search project members.
Read each row. A person with several assignments has one line per assignment:
Member shows the person's name or email.
User type or role shows the user type for each assignment. A role name appears instead when the person was given a project role directly.
Site shows where each assignment applies. Whole project means a direct role that applies to every site.
Last activity is the date they last signed in. Never means they have not signed in yet.
Remove an assignment
Removing an assignment takes away one user type at one site. The person keeps any other assignments on this project, other projects, and their organization user types.
On the Members tab, find the assignment you want to remove.
Click Remove. A confirmation asks Remove this assignment? and names the person, the user type, and the site they will lose.
Click Remove to confirm.
If that assignment was the person's only access to your organization, they can no longer open Sitebase for it. Remove does not appear on direct project roles. Direct project roles are managed in Zero.
To move someone to a different site or user type, invite them with the new assignment first, then remove the old one, so they do not lose access in between.
Field reference
Invite a project member
| Field | What it does | Required |
|---|---|---|
| Sets the person's username and the address the invitation goes to. | Required | |
| Clinical user type | Decides what the person can do with participants and forms, including whether they see personal and health information. Choose one per invitation. | Required |
| Site | Limits the person's participant access to this site. Lists only the project's sites. Choose one per invitation. | Required |
Tips
Give the least access the person's job needs. Use Monitor (CRA) for anyone who only reviews data, because it hides participants' personal and health information.
Use the blinded user types on blinded studies so the person's access matches their role without seeing allocation.
When someone covers more than one site, assign them at each site rather than looking for a project-wide option.
Still need help? Submit a help request here.