This section lists the roles that castellum ships by default. Administrators can customize these roles for their organization.

Study specific roles, in contrast to global ones, only take effect in the context of a study. They can be assigned in Member Management by the Study Coordinator.

Global roles

Subject Manager

The Subject Manager enters data records of subjects in Castellum and makes changes to existing ones.

Relevant guides:

Study Coordinator

The study coordination is embodied by the Study Coordinator. This person inserts studies into the database and defines the settings for them.

Relevant guides:

Study Approver

Study Coordinators by default cannot start their own studies. Instead, they have to ask a Study Approver to review and start the study.

If you want to be less strict about this, you can either modify the Study Coordinator role or make all Study Coordinators also Study Approvers.

Relevant guides:


Receptionists can access the list of today’s appointments. That way they can help subjects who come to the institute without needing information from each study individually.

Relevant guides:

Data Protection Officer

The group of people responsible for data protection should take on the role of Data Protection Officer. Castellum supports these users by providing a data protection dashboard that collects all relevant information in a single place.

Relevant guides:


Administrators are in charge of defining basic structures and performing privileged actions.

Relevant guides:


  • manage resources

Study specific roles


Persons responsible for invitations to studies and the management of appointments should take on the role of Recruiters in Castellum. For this purpose, the Recruiter can view the contact details of individual subjects to establish communication with them. The Study Coordinators will define a recruitment text to be clarified in advance, which the recruiters should use when recruiting the respondent. To be able to schedule appointments, Castellum provides a calendar which shows available time slots.

If a Recruiter additionally takes on the role of Subject Manager, they can continuously update and supplement subject data during the recruitment process.

Relevant guides:

Study Conductor

We envisage this role for employees from the study programme who collect scientific data in a study with or on subjects. In order to implement this with the help of Castellum, the Study Conductor can view the participation pseudonyms of the respective subjects in the database.

Relevant guides:


  • attribute download

  • make appointments