Managing Users, Roles, and Permissions in SimCapture

Easily create users, assign roles, and manage permissions across your simulation teams

Updated at July 24th, 2025

Table of Contents

Things to Know Before You Begin Key Terms to Know How to Create a New User Bulk Upload or Update Users

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This article will guide you through how to create new users, assign permissions, and designate roles within your SimCapture organization.

Things to Know Before You Begin

Only System Administrators can create other Administrators.
Users can belong to multiple organizations, but scenarios and sessions can only belong to one.
By default, users cannot view content from other organizations unless explicitly granted access.

Key Terms to Know

Permissions

Manage Participants (set from System Setup): Allows Administrators to create, edit, or delete participant users.

Roles

System Admins: Full access to all content and users across the system. Use with caution.
Administrators: Can own/contribute to scenarios and sessions, and start sessions with the appropriate permissions.
Participants: Can view or participate in sessions but cannot own or manage content or users.

Organizations

Organizations act as folders for users, scenarios, and sessions. For example, a shared simulation center might have separate organizations for a University Nursing School and a Medical School.

Use organizations sparingly-they add complexity to the system.

How to Create a New User

Log in to your SimCapture organization.
Go to Users > Add User.
- If you don't see the Add User button, check with your System Administrator to confirm your permissions.
On the Add New User page:
- Fill in the required fields.
- Select a Role for the user.
- Select Save.

Bulk Upload or Update Users

To upload or update multiple users at once, refer to the article: Importing users via Excel in SimCapture Cloud Enterprise and Pro

simcapture add user create user user management user configuration user creation simcapture pro simcapture cloud user filters excel import import users bulk update users bulk upload users role-based access content access user folders shared simulation center user groups session ownership scenario ownership organization access organizations system setup manage participants user permissions user roles participant administrator system administrator assign permissions assign roles