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Managing Users in Ripple

Site Admins and Site Managers can add, edit, and manage users in Ripple, including controlling access to studies and site features. This article explains the difference between Site Permissions and Study Permissions, and provides guidance for managing user accounts, including adding, editing, and deactivating users.

Site Permissions vs Study Permissions

Site Permissions control a user's access to site-wide features, such as the Registry and the Site Admin tab. Each user can only have one level of Site Permission.

Site Permission

 Description
None No site-wide permissions. Users can only access studies they are assigned. Cannot access Registry or Site Admin.
Registry Access Only Can access and use the Registry, but cannot access the Site Admin tab.
Site Manager & Registry Access Can access the Registry and Site Admin for studies they are assigned. Cannot modify unassigned studies.
Site Admin & Registry Access Full access to Registry and Site Admin across all studies. Can add/disable users, import/export data, and manage study assignments.

Study Permissions

Study Permissions control access to study-specific data and functions. User can have different permissions for different studies.

Study Permission

 Role / Access 

RA

(Restricted Access)

 Cannot see PHI/PII. Access:  Dashboard, Tasks (de-identified), Recruitment, Calendar (Custom IDs only). 
Leader Can access all participant data, but not Study Settings. Typically lab coordinators, recruiters, or staff managing participants.
Admin Full access to all study pages and Study Settings. Can manage participants and study components.

Note:  Study Role (e.g. Coordinator, Manager) does not affect permissions. Permissions are determined by Study Permission.

Adding a New User

Site Managers and Site Admins can add new users to Ripple from the Site Admin menu at the top of the page.

1) Navigate to Site Admin from the top menu.

2) Select Users from the left side menu.

3) Click the green Add User button.

4) Enter the user's first name, last name, and email address. 

Be sure to enter the user’s email address correctly during setup. Once created, the email address cannot be changed.

5) Choose the appropriate Site Permissions from the dropdown menu.

6) Grant Study Permissions by checking the box beside the name of the study.

7) Choose the appropriate Study Role from the dropdown menu. As a reminder, Study Role does not affect permissions. This field may be used by study teams to define the role of the user in the study. 

8) Choose the appropriate Study Permissions from the dropdown menu.

9) Click the green Send Invitation button to send an email invitation to the user.

10) After clicking send invitation, the user will receive an email from no-reply@ripplescience.com that will allow them to login to Ripple and create a password.

A SIte Manager or Site Admin can resend the email invitation to users who do not respond to the initial email as needed.

Editing User Permissions

Site Managers and Site Admins can edit user permission in Ripple from the Site Admin menu at the top of the page.

1) Navigate to Site Admin from the top menu.

2) Select Users from the left side menu.

3) Click on the user's name to open the user's permission card.

4) Update Site Permissions by modifying the dropdown value as appropriate.

5) Add or remove study permissions by checking or unchecking the box beside the study name as necessary.

6) Update Study Role and Study Permissions for each study as appropriate.

7) Click the green Save button to save permission changes for the user.

Deactivate User Permissions

Site Managers and Site Admins can deactivate user permission in Ripple from the Site Admin menu at the top of the page.

Deactivate users who no longer support the program. Only active users count toward your team’s seat limit; disabled users do not.

Deactivation does not remove any data, all information entered or created by the user remains intact.

1) Navigate to Site Admin from the top menu.

2) Select Users from the left side menu.

3) Click the user's name to open the user's permission card.

4) Click the orange Lock User button at the bottom of the card to disable user access.

5) Click the red Lock User button from the popup window to confirm deactivation.

6) The user is marked as Disabled User. An email notification is not sent to the user.

When a user account is disabled in Ripple, the user is unable to log in. If they attempt to sign in, they will see the following message:

Your account has been temporarily disabled. Please contact the Ripple administrator at your institution to enable it. If you are a Site Administrator, please contact Ripple Customer Support to get your account unlocked.

Additional details:

  • Disabled users can initiate a password reset, but will not be able to log in even after resetting their password.

  • A Site Admin or Site Manager must re-enable (unlock) the account before the user can access Ripple again.