ESTS Database

Instructional Guide: Unit Leader Registration and User Access Request in the ESTS REDCap Database

Introduction & Overview

This instructional guide explains how Local Unit Leaders register their institution and request database access for users in the ESTS REDCap platform.

The registration process includes two forms:

Unit Leader Registration Form
User Registration Form

The registration link provided to you by email will take you directly to the Unit Leader Registration Form, which must be completed first. After completing this form, the User Registration Form can be used to add users from your institution.

Before Starting
To avoid login conflicts:
Open the registration link using an Incognito / Private browser window.
Then open the registration link provided to you by email .

Unit Leader Registration Form

The first form to complete is the Unit Leader Registration Form. This form is used to:

Identify the Local Unit Leader
Register the institution
Define the data contribution model
Confirm GDPR consent

This step must be completed before users can be registered

At the beginning of the form, confirm the following:
Are you the Local Unit Leader for your institution?
Select Yes to continue.
You will also be asked whether the institution contributes only through a National Registry agreement.
If Yes, the institution should not complete this form, as participation will be managed by the National Leader.

Filling in Leader Information and Signature

Enter the Unit Leader details:

First name
Surname
Email address
ESTS Membership ID
Confirm that you are an ESTS member in good standing

To confirm the declaration:

Click Add signature
Draw your signature using a mouse or trackpad
Click save signature

Institution Information and Contribution Model

Fill in the institution Information
Select the contribution model for your unit
Confirm GDPR consent for personal data processing by Adding signature

Completing the Unit Leader Form

After completing all required fields:
Set Form Status → Complete
Then click
Save & Exit Form
The Unit Leader Registration Form is now completed.

User Registration Form

After completing the Unit Leader Registration Form, the Unit Leader can add users from their institution.

To open the User Registration Form:

Navigate to the Record Home Page
Before starting data entry, it is important to understand how this REDCap database is organized.

This will open the form where you can enter the details for each new user.
* Each user must be registered individually.

For each user provide:

First name
surname
Email address

User Role and Requested Permissions

Select the user’s role from given options, if not listed - choose other
Then select the requested REDCap access level (if other than provided options - choose Custom role requested)

Saving the User and Adding Addittional Users

After completing all required fields:

Set Form Status → Complete
Click Save & Exit Form

The form will be saved and you wil return to the Record Home Page.

Adding Additional Users

The User Registration Form is a repeating instrument.
To add another user:

Click Add new under User Registration Form
Complete the form
Set Form Status → Complete and Save & Exit Form

Repeat this process to register additional users.

Troubleshooting – Registration and User Access

If you encounter issues during Unit Leader or User Registration, check the following common issues and solutions:

Form cannot be saved

Ensure all required fields (*) are completed
Set Form Status → Complete before saving

Cannot add another user

The User Registration Form is a repeating instrument
Click Add new to register an additional user

Signature field not working

Click Add signature and sign using your mouse or trackpad
If the window does not open, refresh the page and try again

Access or loading issues

Open the registration link using an Incognito / Private browser window

NeedHelp? Contact the UBEP REDCapTeam

If you experience any issues with Unit Leader registration or user access requests, please contact the UBEP REDCap Team at ests.data@ubep.unipd.it
When contacting us, please include:

Your full name
Your institution
A brief description of the issue
A screenshot (if available) This will help us resolve your request more quickly

Thank you for your time and cooperation! We wish you a smooth and successful experience using the REDCap platform