Once your database holds participants, this is the day to day work: finding the right participants, saving the lists you follow, choosing what you see about them, writing to them, and keeping their status current.
Filter your participants
You can filter and search participants who have completed the registration survey, a first onsite visit, or both.
š ļø Step by step guide
Navigate to your Subject Database.
Use the available filters: your own database questions, system statuses such as subject status, participation in previous studies, or the Availability date, explained in Managing participant availability & washout.
Read the KPI figures at the top of the screen, which update as you filter.
Review the subject rows matching your criteria.
Save a view of your participants
If you use the same filters regularly, save them as a view. A view is a tab next to All, so you can come back to the same list of participants in one click instead of rebuilding the filters.
š ļø Step by step guide
Navigate to your Subject Database.
Click the + next to the tabs to create a new view.
Click Add filter and combine the filters you need.
Click Save for everyone. Click Reset instead to drop your changes.
To rename, edit, duplicate or delete a view, open the ā® menu on its tab.
Who can manage views depends on the role, under Subject Database Management, in the Subject database permission. Users with Access can see the views and switch between them. Users with Edit can also create, rename, edit, duplicate and delete them. These are the views teams build most often:
You want to follow | Filters to combine |
New participants waiting for a first review | Subject status set to New or Pending |
Participants free to recruit for a new study | Availability date, is on or before your target date |
Participants who already took part in a given study | Participation in previous studies |
Participants who match a profile, for example a skin type | Your own database questions |
ā ļø Warning:
Every view is saved for everyone. All users who can open the Subject Database see it, and there is no private view, so give your views clear names.
Deleting a view deletes it for all users of the Subject Database and cannot be undone. A confirmation message asks you first.
A view keeps your filters, but availability dates are calculated on demand and never stored. Run the availability dates again each time you open a view that uses them.
Choose which columns you see
Customize the visible columns in your subject database so the information you actually use is on screen.
š ļø Step by step guide
Navigate to your Subject Database.
Select Active Columns.
Choose the data points to display and put the columns in the order you want.
Save your changes.
Send a campaign
Send outbound communication to specific participants. Filter first, so you are writing to the right audience.
š ļø Step by step guide
Navigate to your Subject Database.
Filter your participant list.
Select the visible rows.
Select Campaign.
Choose the communication channel.
Design your message.
Send the campaign to the selected participants.
Read and change a subject's status
A subject's status appears in three places: the subjects list, in a dedicated column; the quick-view profile, next to the subject's name; and the full profile, under the subject ID in the left menu.
Status | What it means |
New | Assigned when center staff create the subject manually in the database. |
Pending | Assigned when a subject creates an account themselves from a public registration link. |
Active | The subject can take part in studies. You set this according to your own internal process. |
Inactive | No longer active, and a step before possible account cancellation. Set it by hand, or let the automation in the compliance settings set it. |
Paused | For a subject who is unavailable for a while but intends to take part later. |
Deletion Requested | Set when the subject asks, from their own online account, to delete their profile. An authorized user has to validate it. |
š ļø Step by step guide
Navigate to your Subject Database.
Search for the subject you want to change.
Open the subject's profile in the quick-view.
Change the subject's database status.
š” Tip: statuses are yours to maintain. Center staff set them by hand, following your internal process, so they are only as accurate as your process makes them. Automations exist for inactive accounts, GDPR compliance and other database maintenance: they live in the compliance settings, not here.