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Configure a recruitment study

Updated this week

This article explains how to configure and test your recruitment study before starting the recruitment process.

To simplify recruitment, Datacapt offers a dedicated module featuring multiple tools and options designed to streamline the process from the center's perspective while enhancing the subject's experience.

Learn how to create a new recruitment study and configure its available options in this guide.

Create a Recruitment Study

Create a new recruitment study to initiate a recruitment project. A project can represent any recruitment effort, with no limitations.

🛠️ Step-by-step guide

How to create a new recruitment study

  1. Navigate to "Recruitment Studies".

  2. Select "+ Create New Study".

  3. Enter:

    • Recruitment Study Name: A description of your project.

    • Recruitment Study Reference: Must be unique.

    • Recruitment Study Centers: If multiple, limits participant and user scope.

    • Recruiter Name: Main contact (for information only).

    • Target Number: Total number of recruitment slots available.

  4. Select Submit.

A new recruitment study will be created with the status "Draft", awaiting further configuration.

Settings and options

Datacapt provides various configurable options for each recruitment study. None of the following configurations are mandatory; users should assess which options are useful based on their project’s needs and internal procedures.

General Settings

The General page consolidates basic study information, such as study identification and recruitment targets.

🛠️ Step-by-step guide

How to access the study settings

  1. Navigate to "Recruitment Studies"

  2. Search for and open the study to configure

  3. Open the tab "Settings"

  4. Click on "General"

  5. If needed, select "Edit"

Attributes You Can Update:

  • Recruitment Study Name

  • Recruitment Study Reference

  • Recruitment Study Centers

  • Recruiter Name

  • Target Number

  • Scheduled Start Date

  • Expected Participation Duration (per Participant)

  • Study Zone(s)

⚠️ Important: The study status is set to "DRAFT" by default. Change this status only when the study is fully configured. (Refer to the relevant chapter for more details.)

Users access

By default, only platform administrators have access to a newly created recruitment study. User access must be configured to maintain security and ensure compliance with regulations.

Pre-requisite:
Users must have access to center(s) subjects. 👉 Learn more about configuring user access to center(s) subjects.

🛠️ Step-by-step guide

How to grant user access to a recruitment study

  1. Navigate to "Recruitment Studies"

  2. Search for and open the study to configure

  3. Open the tab "Settings"

  4. Click on "Users"

  5. Select "+ Invite People"

  6. Choose the users you want to grant access to the recruitment study

  7. Select the center(s) the user is responsible for

  8. Select "Submit"

Once completed, the user will be able to:

  • View and access the recruitment study.

  • Search for subjects using the pool feature.

  • Recruit participants for the assigned center(s) under the recruitment study.

  • Manage participants.

To Remove a User’s Access to a Recruitment Study:

  1. Search for the user in the list.

  2. Use the Edit button or the Trash icon to modify or revoke access.

2.3 Online landing page (Details & QR code)

Datacapt allows you to document project details and automatically generate a customized online recruitment page. Here’s how to configure and test it:

Complete the Recruitment Details / Customize the Landing Page

  1. Navigate to "Recruitment Studies"

  2. Search for and open the study to configure

  3. Open the tab "Settings"

  4. Open the page "Recruitment Details"

  5. Click on "Edit"

  6. Review and edit the available fields

  7. Select "Save"

Open the Recruitment Online Landing Page

  1. Navigate to "Recruitment Studies".

  2. Search for and open the recruitment study.

  3. Open the tab "Settings"

  4. Open the page "QR Code".

  5. Click on "Copy"

  6. Open a new browser tab and paste the URL.

  7. Check the recruitment landing page details.

Notes :

  • To efficiently build and test your landing page, keep the "Recruitment Details" tab open alongside another tab displaying the online landing page (from the QR code).

  • Edit details, save changes, and reload the landing page to observe updates in real-time.

2.4 Open / Close online recruitment

You can activate or deactivate the online application process (e.g., if you already have enough applications to process).

Open for (online) recruitment :

  1. Navigate to "Recruitment Studies"

  2. Search for and open the study to configure

  3. Open the tab "Settings"

  4. Open the page "Recruitment Details"

  5. Click on "Edit"

  6. Select or unselect the option "Open for Recruitment"

When Activated:

  • A button labeled "Apply Now →" will appear on the recruitment landing page.

  • This option only impacts new online applications. The recruitment team can still manage existing applications or manually add new contacts.

2.5 Pre Screening Questionnaire (Builder)

To simplify the recruitment process, you can configure a pre-screening survey to streamline participant eligibility.

Build a Pre-Screening Recruitment Questionnaire

  1. Navigate to "Recruitment Studies"

  2. Search for and open the study to configure

  3. Open the tab "Settings"

  4. Open the page "Builder"

  5. Build the questionnaire

Apply Automation Based on Eligibility Criteria

  1. Navigate to "Recruitment Studies"

  2. Search for and open the study to configure.

  3. Open the tab "Settings"

  4. Open the page "Builder"

  5. Locate the question(s) you want to connect to an automation

  6. Open the tab "Data Validation"

  7. Add a validation rule

  8. Select "Save"

Notes :

  • If an incorrect validation rule is applied, the participant application will default to "Unqualified". However, the application will remain accessible in the Application Dashboard.

Test the Pre-Screening Survey

Step A:

  1. Navigate to "Recruitment Studies".

  2. Search for and open the study to configure.

  3. Open the tab "Settings"

  4. Open the page"QR Code".

  5. Click on "Copy" to copy the survey URL.

Step B:

  1. Prerequisite: Ensure you have created and activated a test subject in your Subject Database. 👉 Learn more about

  2. Open an incognito browser tab and log in as the test subject.

  3. Paste the previously copied URL into the browser.

  4. Click "Apply Now".

  5. Complete the pre-screening survey.

Tips :

  • When designing your pre-screening survey, keep both the Builder and the incognito browser tab open. Apply changes in the Builder, save, and reload the survey page to test updates.

  • If you encounter undesired results, create another test subject to restart the process with a clean slate.

2.6 Payment

If you plan to use the Datacapt Payment Module, configure payment details as part of your recruitment study setup.

Configure payment details:

  1. Navigate to " Recruitment studies"

  2. Search and open the study to configure

  3. Open the tab "Settings"

  4. Open the page "Payment"

  5. Configure the following options:

    • Payment type :

      • Per Visit: Each visit triggers a payment line.

      • Per Study: The last visit and final participation status trigger a single payment line.

    • Payment Currency: Select the currency for payments.

    • Payment Amount: Default payment amount (available only for Payment Type = Per Study

  6. Select "Save"

2.7 Start your recruitment

Once the configuration, tests, and details are confirmed and validated, you can begin recruitment by updating the study's recruitment status.

Change Study Recruitment Status

  1. Navigate to "Recruitment Studies".

  2. Search for and open the study to configure.

  3. Open the tab "Settings".

  4. Open the page "General".

  5. Click "Edit".

  6. Change the status to "Recruiting".

What Happens Next:

  • The system will automatically remove all test applications.

  • All KPIs will be reset.

  • The study will now be ready for live recruitment.

Related Articles
Recruitment - General information
Manage applications and participants
Payment - General information
Configure, Manage, Export payment records
Center/Site Creation and Management
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