Member management

As a project owner in Coscine, you have the ability to add other researchers to projects, edit their roles, or remove them from projects entirely.

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Member management

To manage project members, either click on the Manage Members button under the Members overview on the right side of the project page or at the option Members in the Settings on the menu bar on the left. You will be redirected to the member management page. Here you will find a tabular listing of all project members and their roles (see Figure 1).

Info

You have to add members separately per project and per subproject, as well as manageing their roles separately. Members and roles are not inherited from the main project to subprojects.

Project role management

At the project level, there are four different roles in Coscine:
- Owner
- Member
- Guest
- External

Further information can be found on the respective pages for Roles in Coscine.

Add project members

There are two ways to invite people to a project:

• People who already use a Coscine account

• External people who do not yet use a Coscine account

Invite people with Coscine accounts

If users already have an account with Coscine, you can add them directly to the project. Use the "search for a user or an email address" free text field on the member management (see Figure 1) to find and select users. The search requires that at least three letters match before search results are displayed and returns a maximum of ten results. Define the role of the user (see the drop-down list under the Member default setting in Figure 1) and then press Add User.

Figure 1 – Overview of project members

Invite external persons without a Coscine account

You can send an email invitation for your project to people without a Coscine account. To do this, simply enter the person's email address in the search field. You can then click on it so that it remains entered in the search field. Select the role for the new project member and click on Invite. The invited person will now receive a personalized email from the Coscine system, with a link to sign up and information about the project. Once they have signed up and created an account, the person will be added to your project. Under the Invited Users tab, you will see an overview of all the invitations sent to external people. In the status column, you can see if the invitation already has been accepted.

In the Actions column, you have the option to delete or resend invitations. In both cases, the invited person will be notified of your actions. These two actions are particularly useful in the following situations:

• You have assigned the wrong role to an invited person. You can only change the role once the person is a project member. Use the Delete action to remove the invitation and send a new one with the correct role.
• The invitation has expired (see Status column). Unanswered invitations are invalidated after seven days for security reasons. If the invited person now wants to join the project, you can repeat the invitation using the Resend action.

Import project members

Using the import function, you can add multiple members to your project at the same time from existing (sub)projects (see Figure 2). In the member management, you call up this function via the Import button. In the window that now opens, you can use the drop-down list at the top left to select the project from which you want to add members. After selecting a project, the members from the respective project appear in the table. If you have a large number of members, the sorting function for names via the table header may helpful.

If you do not want to add to your projects all members of another project, but only a selection of the members displayed in the table, you have the option of removing selected members from the table using the Remove button. These will then be ignored during the import process and will not be added to the project. The remove function only applies to the import—you are not removing anyone from the other project! To complete the import process, click the Import button at the bottom right. The users will now be added to the project.

Figure 2 – Import project members

Search for project members

If users are already part of your project, you can search for them using the right-hand search text field Search within project members on the member management screen (see Figure 2). To do this, enter the name of the person in the free text field. The search will be performed without you having to explicitly confirm it with further clicks.

Edit or remove project members

You can change the initial roles (and the associated permissions) assigned to a project member at any time in the table within the tab Project Members on the member management. You can also remove project members by clicking the Remove button in the Actions column.