Manage users

Epicollect5 offers granular access control to projects and their data. The granular access control enables users roles and responsibilities to be set so that individuals are given access only to relevant areas or functions of the system.

Project roles

There are 4 roles available:




A project creator originally created the project and has full access to the project, including viewing, editing, deleting and uploading data via the mobile client/web. A creator can add/remove any other type of users to the project, except for other creators.


A project manager has full access to the project, including viewing, editing, deleting and uploading data via the mobile client/web. A manager can add/remove curators and collectors to the project, but not managers. A manager can alter the project setting, even the forms.


A project curator has high access to the project, including viewing, editing and uploading data via the mobile client/web. A curator CANNOT alter the project settings or the forms. A curator cannot add other users to the project.


A project collector has basic access to the project, including viewing and uploading only their own data via the mobile client/web. A collector cannot make any changes to the project.

Project access

If a project has access type 'private', user access will be based on their roles, as described above, provided they have been successfully authenticated by the server. Viewing, editing, deleting a project, deleting entries on the server will be based on the above roles and requires authentication.

If a project has access type 'public', then any user can view and upload data to that project via the mobile client, without any authentication, but editing and deleting a project (or entries) on the server will be based on the above roles and still requires authentication.

Adding users to a project

Users can add other users (with different roles) to a project depending on their user role, see below table:

To add a user to a project, on the project details page click on "Manage Users". Users are divided by roles, and to add one just click on "Add User" on the right.

Enter an email of an existing Epicollect5 user and select the role you would like to set the new user to:

When you start typing an email, existing Epicollect5 users' emails will be suggested. Once the user logs into Epicollect5, access to the project will be granted based on the role specified if the email address matches.

If the user does not exist on the system, you can still add him/her to the project via email.

Epicollect5 at uses Google accounts.

Currently, Epicollect5 at requires public users to have a Google Account as the only option.

We DO NOT store any users' credentials, only the name, email and profile picture (if available) after a user is successfully authenticated with Google.

Oxford University enforces this for security purposes, as Google offers a very strong level of security (i.e. even a two-step authentication can be setup for extra peace of mind, learn how).

A Google account accepts any type of email, not only Gmail. You can link an existing email to a Google Account. Here is how.‚Äč

Add users in bulk

It is possible to add users in bulk uploading a csv file of user emails, like the one below.

Click on the arrow to show the context menu and click on "Import Users csv".

Pick your csv file

Pick the column which contains the email addresses and select the role to be applied to your new users then click on import.

Your users are now imported.

Switch user roles

At any time you can upgrade or downgrade user roles and capabilities.

Find the user you would like to upgrade, for example from COLLECTOR to CURATOR and click the "Switch Role" button.

The user is now a CURATOR

Remove users in bulk

Users can be removed in bulk by role.

For example, to remove all the COLLECTOR users go to the "Collectors" tab and open the context menu on the right.

Export users

Users can be exported as a zip file containing the user emails as one csvfile per each role and a global one with all the users regardless of the role.