Sign In and Manage Your Password

This guide is for site staff who use Sitebase on the Curebase platform. It covers accepting your invitation, creating your password, signing in, resetting a forgotten password, unlocking a locked account, and signing out. It does not cover the participant ePRO app, which has its own sign-in experience.

What this covers

Sitebase uses a shared Curebase sign-in page. An administrator at your organization invites you, and that invitation decides which organization and projects you can open once you are signed in. Your password protects access to clinical and participant data, so the platform enforces strong password rules, locks accounts after repeated failed attempts, and signs you out everywhere when your password is reset.

How access works

• Your username is the email address your administrator used to invite you. You cannot change it on the sign-in or account setup screens.

• Your invitation grants your access. An organization invite brings you into the organization with the user types your administrator selected. A project invite brings you into a specific project at a specific site.

• One account, many invitations. If you already have a Curebase account and are invited to another Sitebase organization or project, the new access is added to the account you already have. You keep the same password.

• Test and live environments. Some organizations give you access in a test environment as well as the live one. When you are signing in to test, the sign-in card reads Login to test to continue and the buttons are orange. Live sign-in reads Login to continue. If you enter a username that only exists in the other environment, the sign-in page switches to that environment for you.

Before you start

• Find the invitation email from Curebase. The subject line reads You've been invited to followed by the organization or project name.

• Make sure you can receive email at the address you were invited with. You need this to reset a password.

Accept your invitation and create your password

What this is

The invitation email is your way in. It contains a Set Up Your Password button that opens a setup page tied to your invitation. Completing this page creates your account, records your acceptance of the Terms of Service and Privacy Policy, accepts every pending invitation for your username, and signs you in.

When to use it

• You received your first Sitebase invitation and have never signed in to Curebase.

• You received a new invitation and you already have a Curebase account. In this case you do not create a new password (see step 2).

Prerequisites

• The invitation must be unused and less than 30 days old. Sitebase invitations expire 30 days after they are sent. If the link has expired or was already used, the page tells you the invitation is no longer available. Ask your administrator to send a new one.

• Always start from the Set Up Your Password button in the email. Entering your email on the sign-in page before you have a password does not set up a Sitebase account.

Step by step

1. Open the invitation email and click Set Up Your Password.

2. If you are already signed in to Curebase as someone else on this browser, a banner tells you who is signed in. Continuing signs that person out of this browser and signs you in, so make sure they have saved their work first.

3. Check which screen opens, because it depends on whether you already have an account:

   • Create your account opens when you are new. Continue to step 4.

   • Success opens when you already have a password. Your new access has been added to your existing account. Click Continue and skip to step 11.

4. Confirm that Username shows your email address. It is read-only because your invitation is tied to it.

5. Optional: Enter your First Name and Last Name.

6. Enter a Password. Each rule in the Password Requirements checklist below the fields turns green when your password meets it. All six must be green before you can continue (see Password rules).

7. Enter the same password in Confirm Password. The two entries must match exactly.

8. Select I agree to the Terms of Service and Privacy Policy.

9. Click Create Account. When your account is ready, the Success screen opens.

If you make many setup or sign-in attempts in a short time, the platform pauses further attempts from your network for one minute.

Sign in to Sitebase

What this is

Sign-in happens in two steps on the Welcome back card. You enter your username first so the platform can find your account and the right environment, and then you enter your password.

When to use it

• Every time you open Sitebase without an active session.

• When Sitebase asks you to sign in again, for example after you were signed out.

Prerequisites

• You have completed Accept your invitation and create your password.

Step by step

1. Go to your Sitebase address (the one from your invitation email). If you are not signed in, you are sent to the Welcome back sign-in card.

2. In Email, phone, or username, enter the email address you were invited with.

3. Click Continue. What happens next depends on your account:

   • Your account has a password. The password step opens with your username shown read-only. Continue to step 4.

   • Your account exists but has no password yet. Click Back and use the Set Up Your Password button in your invitation email instead.

   • No account matches. Sitebase tells you the username does not exist. Check the spelling, or confirm with your administrator which email address you were invited with.

4. Enter your Password. Each wrong password counts toward the lockout limit, so if you are unsure of it, use Forgot your password? rather than guessing.

5. Click Login. Sitebase opens.

6. Optional: To use a different username, click Back on the password step. This returns you to step 2 without signing in.

If your account is locked or deactivated, the password step tells you so. See Recover a locked or deactivated account. If you make many sign-in attempts in a short time, wait one minute before trying again.

What you see after signing in

Sitebase opens your organization's Home page. See Use the Home Page.

• To switch organizations, click your name or initials in the top-right corner and choose the organization. Its Home page opens. If you belong to more than five organizations, a search box helps you find one.

• To switch projects, use the project switcher in the sidebar. It lists your most recently used projects first. Picking one opens the same page in the new project, or that project's Participants list if you were on a participant's page.

If you open a link to an organization or project you have not been given access to, Sitebase tells you that you do not have access. Switch to one you belong to, or ask your administrator for an invitation.

Reset a forgotten password

What this is

A self-service reset that sends a one-time code to your email. Resetting your password also does three things you should know about:

• It unlocks your account if it was locked by failed sign-in attempts.

• It signs you out of every browser and device where you were signed in, so anyone using an old session loses access.

• It replaces any earlier reset code. Only the newest code works.

When to use it

• You forgot your password.

• Your account is locked.

• You want to change your password. Sitebase does not have a separate change-password option in the user menu, so use this flow.

Prerequisites

• Access to the email inbox your account uses.

• Your account is not deactivated.

Step by step

1. On the password step of the sign-in card, click Forgot your password?. Your username carries over.

2. On Reset Password, confirm or enter your email address.

3. Click Send reset code. The next screen appears whether or not the username matches an account, so it does not reveal which usernames exist.

4. Open the Password Reset Request email and find the 6-character code, made of letters and numbers. The code expires 5 minutes after it is sent and works only once, so enter it promptly.

5. On Enter verification code, type or paste the code into Verification Code. The code is checked as soon as all six characters are entered. If it is wrong, expired, or replaced by a newer request, the boxes clear so you can try again or request a new code.

6. On Set your new password, enter a New Password that meets every rule in Password rules.

7. Enter the same password in Confirm Password.

8. Click Reset Password. Password Reset Successfully confirms the change.

9. Click Back to Login and sign in with your new password.

If no email arrives within a few minutes, check your spam folder, confirm the username you entered is the one you were invited with, and request a new code. Repeated requests in a short time are paused for a few minutes.

Password rules

These rules apply everywhere you set a password: account setup and password reset. The Password Requirements checklist shows each rule and turns it green when met. Your password must meet all six:

• Minimum 10 characters

• At least 1 number

• At least 1 special character, from !@#\$%\^&*()_+-=[]\{\}|;':",./<>?

• At least 1 uppercase letter

• At least 1 lowercase letter

• No sequential characters or keyboard patterns. A password fails this rule if it repeats the same character four or more times in a row, such as aaaa, or contains a run of six numbers in order, such as 123456, or a keyboard row, such as qwerty, asdfgh, or zxcvbn.

Confirm Password must match exactly.

Recover a locked or deactivated account

What this is

The platform locks an account after repeated wrong passwords to protect study data from unauthorized access. When an account locks, every active session for that account is signed out. A locked account stays locked until it is unlocked. Waiting does not unlock it.

An account locks after 4 failed password attempts within 5 minutes. A successful sign-in resets the count.

Step by step

1. When the sign-in card shows that your account is locked, choose one way to unlock it:

   • Reset your password yourself. Follow Reset a forgotten password. Completing the reset unlocks your account and you can sign in with the new password right away.

   • Ask your administrator. An administrator with permission to unlock accounts can unlock it for you. Your existing password then works again.

2. If the sign-in card shows that your account is deactivated, contact your administrator. A deactivated account cannot sign in, and resetting the password does not change that.

Sign out

What this is

Signing out ends your Sitebase session on the browser you are using. Sign out whenever you step away from a shared or site workstation, because anyone at that computer would otherwise have your access to participant data.

Step by step

1. Click your name or initials in the top-right corner of Sitebase to open the user menu. The menu shows your name and email, your organizations if you belong to more than one, and Help Center, which opens the Sitebase help center in a new tab.

2. Click Sign out. You are signed out and returned to the sign-in page.

Signing out affects only this browser. To end sessions on every device at once, reset your password.

Still need help? Submit a help request here.