For administrators
Managing researchers
The researcher tools let administrators invite, organize, and support everyone in your group. The table shows each researcher's job title, and Quick filters can narrow the list by job type: Professors, Students, Staff, or Other. Select more than one to include each of them, so choosing everything except Students hides students from the view.
Inviting researchers
Add people one at a time with Add Users, then Add Researcher. To add many at once, send your roster to your Atom contact and we'll import it for you. You can track who has been invited and who has accepted, and send reminders to those who have not joined yet.
For a bulk import, your roster needs each person's name, email, one or more departments, job title, whether they're an admin, and whether to send their invite. Separate multiple departments for one person with a semicolon.
Creating profiles before inviting
Profiles are created as soon as your roster is imported, whether or not invites go out. Choose when the invite emails go out with Schedule on your roster's batch in onboarding, or tell your Atom contact when you send it:
- Right away: each invite goes out as soon as that person's profile is ready.
- On a date: the invites go out at the date and time you choose.
- Later: the profiles are created now, and you send the invites whenever you're ready.
To add one person without inviting them yet, turn off Send Invite when you add them.
Until their invite is sent, a researcher gets no automatic email from Atom, such as grant digests, so the invite is their first message from Atom. Messages from the Overview skip them too. Grants, review feedback, and check-in reports you share with them still reach them. If they sign in before their invite goes out, for example from a shared grant, they're treated like any other member and their scheduled invite is canceled. In the meantime you can review and edit their profiles, add details, and view Atom as them.
To send held invites, open Quick filters on Researchers and choose Not invited. Select Send All Invites to invite everyone in the view, or Schedule Invites to pick a date. To reach only some people, select Select, check the researchers you want, then choose an action. Each person's row shows their scheduled date, and you can send any single invite early with Send Invite.
After an import, scheduled invites are also listed under Add Users, then View Recent Invites. There you can move a batch to a new date, send it now, or unschedule it. Unscheduled invites stay under Not invited until you send them.
If the person you invite already has an Atom account under one of your organization's email domains, Atom adds that account to your organization and emails them to let them know. Atom tells you instead when the person is already a member, when their account uses an email outside your organization's domains (contact Atom support to add them), or when your organization uses SSO and their account does not (Atom support is notified and moves them onto your SSO).
Resending invites
Atom reminds anyone who has not signed in on the third and tenth business days after their first invite. To follow up sooner, resend invites yourself.
To resend to one person, select Resend Invite in the Last Active column of the table view. It appears for everyone who has not signed in yet.
To resend to many people at once:
Filter to Never signed in
On Researchers, open Quick filters and choose Never signed in. Add a department, role, or search to reach only part of your group.
Choose who to invite
Select Send All Invites to invite everyone in the view. To invite only some of them, select Select, check the researchers you want, then select Send Invites.
Confirm
Check the number of researchers and confirm. Invites go out in the background, each with a fresh sign-in link.
Anyone who received an invite in the last three hours is skipped, so sending twice does not email the same person twice. To write your own note instead, select Copy All Emails and send it from your inbox. Copied addresses are separated by semicolons, so they paste directly into Outlook.
Roles
Atom has three roles:
| Role | Can do |
|---|---|
| Member | Use Discovery and Proposals as a researcher. |
| Admin | Everything a member can, plus manage researchers, view analytics, and set proposal rules. |
| Owner | Everything an admin can, plus organization setup. |
See Roles and permissions for the full breakdown of each role and how to change someone's role.
Projects
Each researcher's page has a Projects tab listing their projects with roles, member counts, and interest counts. Open one to curate its research interests and eligibility, or select View feed to see their dashboard as that project and judge the match quality yourself. You can also create a project on a researcher's behalf: they become its lead PI and you join as an admin, which makes it a natural step during onboarding.
Departments
Organize researchers into departments to filter your dashboards and reports by unit. Departments also help researchers find colleagues working in related areas.
Invitations do not have to go out all at once. Have everyone imported early so their profiles are ready, then schedule a send date that lines up with a kickoff email or training session, so researchers arrive when they already know what Atom does.