How To Create and Manage Your Arctos Team: Users and Operators

Collection Management Documentation

This guide provides a workflow for how to organize users and operators to assist with data entry and collection data management. Anyone can have an Arctos user account, which is needed for downloading data. Operators are users who are granted appropriate permissions. There are two levels of permissions: (1) Permission to work with data for specific collections. (2) Permission to work with specific types of data for the granted collection(s) - e.g., data entry, specimens, transactions, localities, etc. For example, a user with the roles UAM:Mamm and DATA_ENTRY can only enter data for the UAM:Mamm collection.

Some objects (taxonomy, media, agents, places) are shared among collections. People who have access to these types of data must fully understand that Arctos is a shared system, and must always consider the implications of working in a shared system. So be careful when assigning roles to shared data types.

How To Create Your Arctos Team: Users and Operators

1. Have each team member create an Arctos user account

Provide each of your team members with these instructions to create their Arctos user account.

Go to and select “Log In or Create Account” then select “Create an Account”. Create your user account with the following parameters in mind.

You are now an official Arctos User. Welcome to the community! Now email your username to the person authorized to grant you operator permissions. You will soon be contacted with instructions for authenticating your account as an Arctos Operator.

2. Ensure the new user has an Arctos Agent

Before you can invite an Arctos user to become an Arctos Operator, they must have an existing Arctos Agent.

3. Invite your user to become an Operator

4. Assign Operator Roles and Permissions

5. Add Team Members to Github

For anyone doing more than simple data entry, it probably makes sense to have them set up a Github User account. To help them do this see How To Create A Github Account. After they have created their Github account, add their Github link to their Arctos Agent (in addresses). This helps others connect Github users with Arctos Operators.


You now have a team of Operators who can assist you with data entry and management. Next up, get them trained!

How To Manage Your Arctos Team: Users and Operators

1. Managing and Reviewing Operator Roles and Permissions

It is a good idea to periodically review who has access to manage and edit your collections. Please revoke access for anyone who is no longer working with you to avoid the possibility of accidental or intentional data errors. To review the list of those who have access to manage an edit your collection(s) perform the following:

2. Managing Operator Roles and Permissions for Exiting Team Members

When a member of your Arctos team leaves, DO NOT delete or alter the account or the user’s agent login name. Deleting agents will destroy their edit history and may have other unintended consequences. Instead, use the “lock account” link from their operator user management page (not manage agents). Note that user accounts automatically lock after 6 months of inactivity and users whose accounts have been locked will not be able to log into Arctos. Previous operators must create a new (public) account if they wish to access Arctos.

Users who have their account locked and are subsequently re-granted access must use their original operator account and they will again have access to any collections to which they were previously granted access.


Do Not unlock an account unless you are fully aware of the circumstances under which it was locked and are, or are in communication with, the “supervisor” of all collections to which the user has access. Assume all unlock requests are phishing attacks until proven otherwise.

Operators with global_admin access may unlock accounts from the “manage Arctos user” page.

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