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Onboarding Users to XNAT

Access to CAM:IDE-supported XNAT projects is requested through a dedicated REDCap form. A separate request must be submitted for each user.

This form must be completed by the Chief Investigator (CI) or a named delegate.

This process outlined below applies to both internal and external users.

Step 1: Submit Access Request

Submit access requests for XNAT users here: https://redcap.link/xnat-user-onboarding

You’ll first need to enter your own name and email address (as the CI or their delegate). This initial step helps us confirm that the request is genuinely coming from the CI or an authorised delegate.  Once you’ve submitted this form, you will immediately receive an email with a link to a second survey to complete the request.

Step 2: Provide User and Project Details

Using the link sent to your email address, complete the second form to grant XNAT access for the user.

You’ll be asked to provide:

  • User’s first name(s)
  • User’s last name(s)
  • User’s email address
  • Name of the XNAT project
  • Site/Centre data access:
    • List the site(s) the user should have access to
    • If access is required for multiple sites, list each site name
    • If access is required for all sites, enter “All Sites”
  • Access start date
  • Access end date
  • Whether the user is a University of Cambridge staff member or student
  • User role, from:
    • Project collaborator
    • Project member

Once this form is submitted, the CAM:IDE help desk will automatically be notified.

Step 3: Account Provisioning

The CAM:IDE team will add the user via CenCom. This will automatically provision the user in XNAT with the appropriate permissions.

User access typically applied overnight.

Once provisioning is complete, the user will be able to access the relevant XNAT project(s) according to the permissions requested.

Frequently Asked Questions

Which user role should I choose?

Project Members: Members have the ability to manage the data in your project. They can read, insert, and modify subjects and experiments in your project. They cannot modify the project users and data types.

Project Collaborators: Collaborators have read-only access on all of the data in your project. They cannot insert or modify data owned by your project. They can download your data and use it within their projects.

Role/Activity Project Members Project Collaborators
Create Data X
Read/Download Data X X
Update Data X
Delete Data

Last updated on 03/02/2026