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OJS for EveryoneThe Practical GuidebookRSYN Research LLP

Tutorial: Add Users and Assign Roles

Role: Journal Manager
Time: 10–20 minutes
OJS Version: 3.5+

This tutorial explains how to add new users to your OJS journal and assign them the correct editorial roles.

Understanding OJS Roles​

OJS uses role-based access control. Every user has one or more roles that determine what they can see and do:

RoleTypical Responsibilities
Journal ManagerConfigure the journal, manage users and settings
EditorOversee the full editorial workflow
Section EditorManage submissions in assigned sections
Guest EditorManage a specific submission or special issue
ReviewerComplete peer reviews when invited
AuthorSubmit manuscripts
CopyeditorEdit accepted manuscripts for grammar and style
Layout EditorCreate PDF/HTML/XML galley files
ProofreaderFinal proofread of galley files
Subscription ManagerManage journal subscriptions
ReaderRead published content (default registered user role)

A single user can hold multiple roles (e.g., an editor who also submits articles as an author).

Method 1 — Enrol an Existing User​

Use this method when the person already has an account on your OJS installation.

  1. Navigate to Users & Roles → Users.
  2. Click Enrol a User.
  3. Search for the user by name or email address.
  4. Select the user from the search results.
  5. Choose the role to assign from the Enrol as dropdown.
  6. Click Enrol User.

The user will now see the journal in their dashboard with the assigned role.

Method 2 — Create a New User Account​

Use this method when the person does not yet have an account.

  1. Navigate to Users & Roles → Users.
  2. Click Create New User.
  3. Fill in the user details:
FieldNotes
First NameRequired
Last NameRequired
UsernameUnique, lowercase, no spaces
EmailThe user's email address — must be unique
PasswordSet a temporary password; tick Must change password on next log in
AffiliationInstitution or organisation
CountryRequired
RolesSelect the role(s) for this journal
  1. Click Save.
  2. Tick Send this user an email notifying them of their new account to notify them automatically.
Reviewer Accounts

When adding reviewers, also fill in the Reviewing Interests field in their profile. This helps editors find appropriate reviewers when searching by keyword.

Method 3 — Invite a User by Email​

For users who will self-register:

  1. Navigate to Users & Roles → Users.
  2. Click Create New User.
  3. Enter the email address only.
  4. Select the intended role.
  5. Enable Send this user an account creation email.
  6. Click Save.

The user receives an email with a link to complete their registration.

Assigning and Changing Roles​

Add a Role to an Existing User​

  1. Go to Users & Roles → Users.
  2. Find the user and click the Edit (pencil) icon.
  3. Scroll to the Journal Roles section.
  4. Click Add Role and select the role to add.
  5. Click Save.

Remove a Role​

  1. On the user's edit page, find the role under Journal Roles.
  2. Click the × next to the role name.
  3. Click Save to confirm.
Journal vs Site Roles

Roles are journal-specific. A user can have different roles on different journals in the same OJS installation. Site Administrator is a site-wide role managed by the Site Admin, not the Journal Manager.

Managing the Reviewer Pool​

Reviewers play a key role in the journal's quality. To build a healthy reviewer pool:

View All Reviewers​

  1. Go to Users & Roles → Users.
  2. Filter by role: select Reviewer from the Role dropdown.

Check Reviewer Statistics​

Click a reviewer's name to see:

  • Number of reviews completed
  • Average response time
  • Active review assignments
  • Reviewing interests

Invite External Reviewers​

When assigning a reviewer to a submission, you can also invite someone who does not yet have an account:

  1. Open a submission and go to the Review tab.
  2. Click Add Reviewer.
  3. In the search box, click Create New Reviewer.
  4. Enter the external reviewer's details.
  5. OJS sends them an email invitation to register and complete the review.

Bulk User Operations​

For managing multiple users at once:

  1. Go to Users & Roles → Users.
  2. Tick the checkboxes next to multiple users.
  3. Use the With Selected dropdown to:
    • Email users — send a bulk email
    • Merge users — merge duplicate accounts
    • Remove users — remove from the journal (does not delete the account)

Troubleshooting​

ProblemSolution
User does not appear in enrol searchThe user may not be registered on this OJS installation — use Create New User instead
User cannot see submissionsCheck they have the correct role and are assigned as a participant on the submission
User forgot their passwordGo to their profile and click Reset Password
Duplicate accountsUse Merge Users to combine two accounts without losing submission history
User has wrong roleEdit the user's profile and remove/add roles as needed

Next Steps​