SimCapture User Roles Explained | System Admin vs Admin vs Participant

Compare SimCapture user roles, including System Administrator, Administrator, and Participant. Learn what each role can access and manage.

Written by Jeri Ellis

Updated at May 12th, 2026

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This article explains how to create users, assign roles, and control access within your SimCapture organization. These tasks are typically performed by Administrators or System Administrators .

Before You Begin

Only System Administrators can create or promote other Administrators.
Users can belong to multiple organizations, but scenarios and sessions belong to a single organization
By default, users cannot view content outside their organization unless explicitly granted access

Key Concepts to Know

Roles (Who the user is)

Roles define a user’s global access level in SimCapture:

System Administrator - Full access to all users, content, organizations, and system settings. Use with caution.
Administrator - Can create and manage scenarios and sessions, manage participants, and start sessions when granted the appropriate permissions.
Participant - Can view or participate in sessions shared with them but cannot manage content or users.

Permissions (What the user can do)

Permissions control specific actions within SimCapture. For example:

Manage Participants (set in System Setup) allows an Administrator to create, edit, or delete participant users

Delete

Roles determine eligibility; permissions enable specific actions.

Organizations (Where the user works)

Organizations act as containers for users, scenarios, and sessions. They’re commonly used to separate departments, schools, or training programs.

Example:
A shared simulation center might create separate organizations for a University Nursing School and a Medical School.

Delete

Use organizations sparingly. Additional organizations increase setup and management complexity.

How to Create a New User

Log in to your SimCapture organization.
Navigate to Users > Add User .
If you don’t see Add User , confirm your permissions with a System Administrator.
On the Add New Userpage:
- Complete the required fields
- Assign a Role (System Administrator, Administrator, or Participant)
Select Save .

The user is added immediately with the permissions associated to their role.

Bulk Upload or Update Users

For large groups or initial setup, bulk upload is faster and ensures consistency.

Use bulk upload when onboarding many users or updating existing user details
Follow the steps in Managing Users and User Filters in SimCapture Enterprise for templates, matching options, and best practices.

Role Comparison: System Admin vs Administrator vs Participant

Capability	System Administrator	Administrator	Participant
Create, edit, and delete users	✅ Yes	⚠️ Limited (participants only, if permitted)	❌ No
Create or promote other Administrators	✅ Yes	❌ No	❌ No
Access system-wide settings	✅ Yes	❌ No	❌ No
Create and manage scenarios	✅ Yes	✅ Yes	❌ No
Create and manage sessions	✅ Yes	✅ Yes	❌ No
Start simulation sessions	✅ Yes	✅ Yes (with permission)	❌ No
Manage participants	✅ Yes	✅ Yes (if Manage Participants is enabled)	❌ No
View and contribute to sessions	✅ Yes	✅ Yes	⚠️ Only sessions shared with them
Own scenarios or sessions	✅ Yes	✅ Yes	❌ No
View or participate as a learner	✅ Optional	✅ Optional	✅ Primary role

Legend

✅ Yes — Available by default
⚠️ Limited — Depends on additional permissions or sharing
❌ No — Not permitted for this role

Best‑Practices

System Administrators should be limited to a small number of trusted users due to their unrestricted access
Administrators are the standard role for faculty and staff who manage scenarios and sessions
Participants are typically learners or students and are intentionally restricted to protect session data

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