Administer Your Organization
Last updated: October 14, 2026
What this is
Administrator settings is where you control who can open Sitebase for your organization and what they can do there. It opens the People & access page, which has two tabs:
| Tab | What it is for |
|---|---|
| Members | See everyone with access to the organizations and projects you administer, in both Live and Test, with their organization user types and projects. |
| Pending invites | See invitations that have not been accepted yet. Resend or cancel them. |
The page header shows how many members and pending invitations there are.
Access in Sitebase is built from two pieces:
Organization user types decide whether a person can open Sitebase and which organization-wide tools they can use, such as the patient database, the organization calendar, and Administrator settings. They do not give access to any project's participants or clinical data.
Project user types give access to a project's participants and data at one site. You can add them while inviting someone to the organization, add them later with Add to project, or grant them from the project's own People & access page (see Administer a Project).
A person can hold more than one user type and gets the combined permissions of all of them.
When to use it
A new staff member joins your organization and needs to sign in to Sitebase.
An existing member needs access to one or more projects.
Someone needs organization administration rights.
An invitation was not received, went to the wrong address, or should be withdrawn.
You want to check who has access, and to what, across Live and Test.
Before you start
You need permission to manage people. In the built-in user types, Organization Super Admin and Organization Admin have it. Without it, Administrator settings does not appear in the sidebar.
Organization access always covers both Live and Test. Project access applies only to the environment you choose for it.
Built-in organization user types
Every organization has these system user types. All of them let the person open Sitebase for your organization.
| User type | What the person can do at the organization level | When to use it |
|---|---|---|
| Organization Super Admin | Full control of the organization: manage people and invitations, organization settings, the patient database, the organization calendar, and person documents. Does not include access to any project's participants or clinical data. | The person accountable for the organization's Sitebase account. Keep at least one at all times. |
| Organization Admin | The same organization-level permissions as Organization Super Admin: people and invitations, organization settings, the patient database, the organization calendar, and person documents. | Site managers or administrators who onboard staff and manage the organization day to day. |
| Employee | See the organization record, its members, and its projects. No patient database, calendar, or administration access. | Staff who need to open Sitebase and work only in projects they are given access to. |
| Clinical Research User | Work in the patient database (view and edit people) and view and book on the organization calendar. No study data. | Staff who find and manage potential participants and book appointments. |
| Coordinator | View the patient database without editing it, and view and book on the organization calendar. | Staff who schedule appointments but do not maintain patient records. |
Add a person to your organization
In the sidebar, click Administrator settings.
Click Add member. The Add a member to organization wizard opens. Nothing is sent and no access is granted until you confirm on the last step.
On Invite, find the person in Email or SiteBase users:
To add someone who already uses Sitebase, search by name and choose them. They are shown as Sitebase user.
To invite someone new, type their full email address and choose Invite followed by the address. They get an email to set up their account. The email becomes their username, and they cannot change it later.
Click Continue.
On Select user types, select every organization user type the person should have. You can choose more than one, and Continue stays unavailable until you choose at least one.
Click a user type to see its description and roles.
Click Preview permissions to compare the user types side by side in a grid of permissions. Click Hide permissions to go back to the list.
Click Continue.
Optional: On Assign projects, give the person access to projects at the same time. Add one card per project:
Environment: choose Test or Live. Project access applies only in the environment you choose.
Project and Site: the person works with participants at this site only.
Permissions: click Add permissions and choose one or more project user types for this project, then click Save.
Click Add another project for each additional project, or remove a card you no longer need.
Click Skip to add the person to the organization only. You can add projects later with Add to project.
On Review, check the person, their organization user types, and each project shown as project, site, and environment. Click Edit this person, Edit user types, or Edit projects to change a step.
Click Send invitation.
What happens next
One invitation covers both Live and Test, with a single email. Accepting it gives organization access in both environments, plus each project grant in the environment chosen for it.
New to Curebase. They get an email titled "You've been invited to" followed by your organization's name, with a Set Up Your Password button. They have 30 days to accept. Until they accept, they appear on Pending invites and have no access.
Already has a Curebase account. The access is added to their account and they keep their existing password.
Add user types to an existing member
To give a current member another organization user type, add them again with Add to organization and select the additional user type. Their existing user types are kept. Select at least one user type the person does not already hold, because Sitebase shows "This person already holds every selected user type." and does not send anything otherwise.
Add an existing member to projects
Use this to give someone who is already in your organization access to more projects.
In Administrator settings, click the arrow beside Add member and choose Add to project.
On Select member, choose the Environment:
Test is for trying out study setup, with no real participant data.
Live is the production environment with real participants.
Search for the person in Organization member. Only existing members of the organization can be added. To add someone new, use Add to organization first.
Click Continue.
On Assign projects, add a card for each project with its Project, Site, and Permissions, as in Add a person to your organization.
On Review, check the project access and click Add to projects.
The person gets the project access right away in the environment you chose.
Manage pending invitations
In Administrator settings, click the Pending invites tab. It lists every invitation that has not been accepted, with the Email, a Status of Pending, and when it Expires.
Optional: Type in Search pending invitations to find an invitation by email.
Choose an action for the invitation:
Resend sends the same invitation email again with the same link. Use it when the person cannot find the original email. It does not extend the 30-day window.
Cancel withdraws the invitation. The link in the email stops working, and the row is removed from the list. Use it when the invitation went to the wrong address or the person should no longer join.
Review members
The Members tab lists each person once, across the Live and Test environments of the organizations and projects you administer.
In Administrator settings, click the Members tab.
Optional: Type in Search people, organizations, projects or user type.
Optional: Narrow the list with Organization, Project, or User Type.
Read each row:
Name shows the person. Admin marks a Curebase platform administrator.
Organization roles lists their organization user types.
Projects lists the projects they can access.
Added is when they were added.
Expand a row to see the person's access in each environment: their organizations and organization user types, and their projects and project user types. Click a user type to see the roles it includes.
Field reference
Add a member to organization
| Field | What it does | Required |
|---|---|---|
| Email or SiteBase users | Chooses an existing Sitebase user, or sets a new person's username and the address the invitation goes to. | Required |
| User types | Decide what the person can do at the organization level, in both Live and Test. The person gets the combined permissions of every user type selected. | Required. Select at least one. |
| Environment (Assign projects) | Decides whether the project access applies in Test or Live. It applies only there. | Required for each project card |
| Project, Site | Decide which project the person can work in and at which site. | Required for each project card |
| Permissions | The project user types the person gets at that project. You can choose more than one. | Required for each project card. Select at least one. |
Tips
Keep at least one Organization Super Admin at all times.
Use Preview permissions before choosing user types, especially when someone needs access to the patient database or calendar.
Assign projects in the same wizard when you already know which studies the person will work on, so they have everything they need when they first sign in.
Still need help? Submit a help request here.