The four tiers
Owner
The organization the study belongs to. Full control, plus the only tier that can remove a collaborator, withdraw a pending invite, or accept an ownership transfer. Billing always follows the owner.
Manager
Can work volunteers and edit study setup. Can assign their own sites to the study and invite additional collaborators. Cannot transfer ownership or remove collaborators.
Recruiter
Can work volunteers: update volunteer status, book and reschedule visits, reassign a volunteer’s site, add notes. Cannot touch study setup, sites, or invite anyone else.
Viewer
Read-only. Can see the study, its volunteers, and its collaborators. Cannot change anything.
A tier caps the whole collaborating organization, all of it, rather than just one person within it. If your organization is invited at Recruiter tier, nobody there can edit study setup, including their own Organization Admin. See Roles & Permissions for how this combines with a person’s own role at their organization; the lower of the two always applies.
Your organization’s sharing code
Every organization has its own sharing code: an 8-character code shown on Settings → Organization Info, next to a Copy action. Give this code, along with your organization’s exact name, to any organization you want to invite as a collaborator. You can rotate the code at any time from the same page; rotating it immediately invalidates the old one.Inviting a collaborator
You can invite a collaborator from two places: the Shared Studies page, or a single study’s own Shared With setup step. From Shared Studies, select Share study to invite an organization to one or more of your studies at once; from a study’s own Shared With step, the invite is scoped to that one study only.1
Enter their sharing code and organization name
Both must match the same organization, exactly as it is registered. This confirms you are inviting the correct organization.
2
Select the studies to share
From the Shared Studies page, select any number of your owned studies. From a study’s own Shared With step, the study is already fixed.
3
Select a tier
Choose Manager, Recruiter, or Viewer. Owner tier only moves through an ownership transfer, described below.
4
Send it
The invitation is valid for 14 days. The invited organization’s admin has to accept it before their team gets access. If it is not accepted in time, it expires and can be resent.
Tracking invites
The Shared Studies page lists every invite your organization has sent or received, across all studies, in one place:- Invites received: pending invites from other organizations, with Accept and Decline.
- Invites sent: pending or expired invites your organization has sent. An expired invite can be resent; an unanswered invite can be withdrawn before it is accepted.
Billing always stays with the owner
The owning organization is billed for the study. This never changes based on how many organizations collaborate on it or which tier they hold. A Viewer-tier sponsor watching enrollment progress, a Recruiter-tier clinic working volunteers day to day, a Manager-tier CRO editing eligibility criteria: all of them leave the bill with the owner’s account. A collaborating organization’s own billing settings show no invoices or charges for a study it doesn’t own, regardless of tier. The only way billing responsibility moves to a different organization is a full ownership transfer.Transferring ownership
Sometimes a study needs to change hands entirely. A CRO that set up a study on a sponsor’s behalf might hand it fully to the sponsor once they’re ready to run it directly, for example.1
Invite first
The target organization has to already be an active collaborator on the study. Transferring ownership requires that existing collaboration.
2
Propose the transfer
Only the current owner’s admin can propose it, and only to that already-invited collaborator.
3
The new owner accepts
Only their organization’s admin can accept the transfer. The organization must have a saved payment method and sufficient wallet balance to meet the deposit minimum.
4
Ownership moves
Once accepted, billing and study ownership transfer to the new organization. The previous owner retains access at Manager tier.