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Manage accounts

Web only. Desktop has one local owner and no login screen.

Add a user​

  1. Sign in as an administrator and open Admin > Users.
  2. Create an account with a username, display name and password.
  3. Choose the role and, if needed, assign groups.
  4. In Admin > Data, grant access to the appropriate datasets.

Keep ordinary researchers in the user role. The admin role, or membership in the admin group, grants administration privileges. Prefer group-based dataset grants when several people need the same access.

Change an account​

Use Admin > Users to edit names, email addresses, roles and groups, reset passwords, or disable accounts. The app protects the current administrator and the last enabled administrator from removal or loss of access.

The initial accounts in docker/.env are used only on first startup. Changing that file later does not edit existing accounts.

Reset a password​

An administrator can reset local passwords in Admin > Users. The optional Forgot password? link requires email delivery to be configured.

Enable email password resets

Add these settings to the deployment's private environment file, then apply the configuration again:

COHORTOME_SMTP_HOST=smtp.example.org
COHORTOME_SMTP_PORT=587
COHORTOME_SMTP_FROM=noreply@example.org
COHORTOME_SMTP_USERNAME=your-mail-account
COHORTOME_SMTP_PASSWORD=your-mail-password
COHORTOME_SMTP_TLS=true
COHORTOME_PUBLIC_BASE_URL=https://cohortome.example.org

Users need an enabled local account with an email address. Reset links are single-use and expire; the default expiry is 60 minutes.

Institutional sign-in​

Local accounts are enough to run COHORTome. Institutions that require single sign-on can configure OIDC.

Keep saved work when changing login methods​

Keep the same runtime directory and COHORTome username. Chats, cohorts, settings and jobs belong to that username. OIDC must map to the existing account—not a newly created replacement. Follow the sign-in migration checklist.