• BASS4 Administrator`s Manual
  • 1 Introduction
  • 2 The Basics
  • 3 Dictionary
  • 4 Login
  • 5 Getting your bearings: Navigating the administrator’s interface
    • 5.1 The intended structure of a BASS project
      • 5.1.1 Setting up projects
      • 5.1.2 Setting up groups
  • 6 Settings and security
    • 6.1 Project security
    • 6.2 Security settings
      • 6.2.1 Security settings (therapists)
      • 6.2.2 Security settings (participants)
  • 7 External messages
  • 8 Registration options
  • 9 Search participants: Finding what you need
    • 9.1 Selection/filter
    • 9.2 Search
    • 9.3 Hide, show and sort columns
    • 9.4 Column explanations
    • 9.5 Save/load search settings
    • 9.6 Add new participant to group and change group
  • 10 Participants
    • 10.1 Creating, deleting and editing participants
    • 10.2 The participant view
      • 10.2.1 Participant stats
      • 10.2.2 Participant treatments
      • 10.2.3 Participant External messages
      • 10.2.4 Participant Assessments
  • 11 Instruments
    • 11.1 Copy an instrument
    • 11.2 Creating a new instrument
      • 11.2.1 The General Tab
      • 11.2.2 The Preview Tab
      • 11.2.3 The Edit Tab
      • 11.2.4 Extra information
    • 11.3 Scoring formula
    • 11.4 Export
  • 12 Assessments
    • 12.1 Create or edit assessments
      • 12.1.1 Name
      • 12.1.2 Label/Custom label
      • 12.1.3 Managed
      • 12.1.4 Repitition
      • 12.1.5 Time limit
      • 12.1.6 Dependence
      • 12.1.7 Clinician rated
      • 12.1.8 Randomize instrument order
      • 12.1.9 Welcome/Thank you text
      • 12.1.10 Concurrent and merged assessments
      • 12.1.11 Automatic reminders
      • 12.1.12 Participant flagging
    • 12.2 Copy assessment
    • 12.3 Dummy assessments - some scheduling tricks
    • 12.4 Assessment instruments
  • 13 Treatments
    • 13.1 A typical treatment structure
    • 13.2 Creating a treatment container
    • 13.3 Creating a treatment
    • 13.4 Treatment Modules
    • 13.5 Treatment Content
      • 13.5.1 Content text
      • 13.5.2 BASS specific content
      • 13.5.3 Adding treatment content to Module
  • 14 Groups
    • 14.1 Group Assessments
  • 15 Therapists
    • 15.1 Creating a therapist account
    • 15.2 The “Manage Therapists” view
      • 15.2.1 Creating a new therapist account
      • 15.2.2 The Information Tab
      • 15.2.3 The Privileges Tab
      • 15.2.4 Communicate the login details
  • 16 Reports
    • 16.1 Database selection
    • 16.2 Viewing options
      • 16.2.1 Participant information
      • 16.2.2 Treatment information
      • 16.2.3 Sort priority
      • 16.2.4 Answers hiding and date showing
      • 16.2.5 Show sums/items per instrument
      • 16.2.6 Generating options
    • 16.3 Show report
  • 17 References
    • 17.1 Tools and resources for working with treatments
  • Published with bookdown

BASS4 - ADMINISTRATOR’S MANUAL

Chapter 5 Getting your bearings: Navigating the administrator’s interface

Now, let’s turn to the administrative interface. You access this through either https://YourDataBase-admin.webcbt.se/ or https://YourDataBase-admin.bassdb.se/.

All functionality in the BASS administration interface can be accessed from the main menu to the left of your screen.

What options are visible in the main menu depends on what privileges have been assigned to your profile. A common setup is that one administrator manages the available instruments and assessments, while several therapists manage their own participants and individual treatments. This manual is written to cover BASS in its entirety. The image below shows all available menu options, as presented to database administrators.

Now, let’s examine what substitutes the main menu:

Participant Search lets you search specific data points relevant to the participants registered in the active project. The Search tab will show what information is searchable. See Chapter 9 for further details.

The Project dropdown menu lets you choose what project to view. This governs which participants and what assessments you can access. Instruments and treatments are shared between projects. To switch projects, simply use the dropdown menu. To create a new project see Section 5.1.1

Participants lets you see an overview over all the participants registered in the active project. In this overview you can see if a participant is flagged, has sent messages or reported an error, among other information. See Chapter 10 for further details.

Assessments is only shown if you have selected a project from the Project dropdown menu. Here, you can view, create and edit assessments. See Chapter 12 for further details.

Registration options is only shown if you have selected a project. This view lets you define the parameters of the registration procedure built into BASS, should you elect to use it. You can define what information you want participants to submit, and write detailed information about your study or treatment to be presented. You can also opt to present consent forms during the registration process. See Chapter 8 for further details.

Project security lets you define what security measures your project will use, such as two-factor authentication. These settings pertain to participants’ use of the system. See Chapter 6 for a more in-depth look at security settings.

The Treatment containers view lets you view, create and edit treatments to be used within BASS. See Chapter 13 for more on how to build treatment content in BASS.

The Instruments view lets you view, create, edit and delete instruments to be used within BASS. See Chapter 11 for further details.

Note categories lets you define custom note categories to be used to sort information on participants. See Section 10.2.1 for more information on how to use and define these.

Answers flagging lets you set and define rules to flag specific answers or answer ranges in instruments that you want to quickly be notified about, should a participant give those answers.

The Projects lets your view and create projects within the database.

Privacy notice lets you view and edit the privacy notice(s) for the database and its projects. This is mandatory information in the EU that needs to be made available to all potential participants. If no privacy notice is specified for a project, the database privacy notice is used by default. If you use the built in registration procedure in BASS, the privacy notice is always presented there. If you manually create participant in the administrative view, privacy notice will be displayed the first time the user logs in, if you have specified that privacy consent is mandatory for your project. When a participant is logged into a treatment, the privacy notice is always available for the participant to view at any time.

My settings lets you view the settings of your therapist login. If you get a notification that your account is about to expire, this is where you can update your own expiration date.

Security settings lets you view and edit the security settings of the database, such as a general mailbox and expiry time for quick login codes. See Chapter 6 for further details.

External messages lets you manage default settings for outgoing communication to participants and therapists. This is, for example, notifications and reminders about active assessments, notifications on treatment chat messages, and definition of sms-sender. See Chapter 7 for further details.

Reports lets you extract reports on data collected through instruments and assessments in BASS. See Chapter 16 for further details.

Therapists lets you view, create and edit therapist logins in the database. See Chapter 15 for further details.

Log out simply logs you out of the database and ends your current session.

5.1 The intended structure of a BASS project

Now that we’ve familiarized ourselves with the main menu and its options, let’s take a moment and look at the internal structure of BASS, and how it’s set up. As you’ve surely gathered by now, the foundation of BASS is the database. This is the foundational level upon with all other layers are applied. The next level is the project. You can have just one project in your database, or you can have several. Participants are placed in to projects, but may be moved from one project to another if necessary. Each project in your database has its own

  • Participants and groups
  • Assessments
  • Registration (and unique URL to that registration)
  • Settings for answers flagging (all projects can also share global flagging settings)
  • Privacy notice

The next level in this structure is groups. They can be used to group participants within a project. This enables you do administer different sets of assessments to different groups of participants, for example. It also lets you use groups as a sorting tool in your reports. An important note is that instruments and treatments are stored at the database level, meaning they are accessible from all projects within the database. Assessments, however, are stored at the project level and are as such not shared between projects. And to clarify: participants and groups are also not shared between projects.

5.1.1 Setting up projects

Now, how do I set up my project? And what do I need to get started? You can get started without setting up a project, and start by building instruments and treatments. However, it is recommended that you get into the habit of setting up your project prior to doing much else within your database. Doing so helps you stay oriented.
To set up your project, simply navigate to Projects and click Create new project, type a name into the box and click Save. Your new project will then be shown in a table just above the name box.

Note: It is not possible to remove a project. So if you accidentally create one, just give it a name to indicate that it is not in use.


For each project one can specify an email recipient. This e-mail address is shown to participant as the contact e-mail in case they’re experiencing issues related to the specific project. It is also used as a fallback address for unhandled participant task emails in case a participant does not have a therapist assigned to them (so that they won’t go unnoticed if they report a lost password or score an instrument in a manner that requires immediate attention). If there is no email address specified for the project the General mailbox for database specified under External messages is used (see Chapter 7).

One can also specify HTML title for database in order to give both the administrator and participant interface a title. In the image below you see that the HTML title shows up as the tab name for the interface.

If you want therapists to be able to log time on their communication with participants, you need to check Timing on the project to activate that feature. See more on this in Chapter 10.2.2 Participant Treatments.

Last but not least you can see how many participants are included in each project in the column #Participants.

5.1.2 Setting up groups

If you want to use groups in your project for example to administer different cohorts, navigate to Participants, and to the tab labeled Groups. To create a group, simply type the name into the text box and click Create. If you want to edit this name later on, you can easily do so by editing the name directly in its box and click Save.

Hint:If you haven’t decided whether you need groups or not, you can hold off on creating groups for now. If you know you won’t need groups, you can simply forgo creating any groups.

For more information on groups see Chapter 14