Once your recruitment study is configured and ready to recruit, this guide helps you understand the features available to enhance your recruitment process, receive applications, and manage participants from recruitment through to the clinical study phase.
1. Prospects from the subject database
Scenario : You want to save a filtered list of subjects from the Subject Database under your recruitment study. This allows you to manually review and contact each prospect without letting them start the process independently, giving you full control from the first step.
Import a list from your subject Database :
Prerequisite:
Your recruitment study status must be set to "Recruiting".
There are subjects already available in your Subject Database.
Steps:
Navigate to "Subject Database".
Apply filters to match your study’s criteria.
Select the subjects (rows) you want to include.
Click "Assign to Recruitment Study".
Search for and select the recruitment study to connect (the study must be LIVE).
Select the Center.
Choose the Application Status to apply when the connection is made:
Active or Inactive.
Enable or disable the automatic email invitation.
Click "Submit".
What Happens Next?
An application row is created under the recruitment study dashboard, awaiting your review.
The center and subject statuses you selected are automatically applied to each subject’s application.
2. Campaign from a recruitment study (POOL)
Scenario: You want to send recruitment details to your existing contact database, prefiltered based on subject details matching the study criteria. Additionally, you want to save the logs and filter history under your recruitment study for future reference.
Create a list from your recruitment study:
Steps :
Navigate to "Recruitment Study".
Search for and open the desired recruitment study.
Click "+ Add Participants".
Apply filters to match your study criteria.
Select the subjects (rows) you want to include.
Click "Select (n) Participants".
Enter a Recruitment Pool Name to identify this research history later.
Choose the Communication Channel and create the communication.
Click "Create a Recruitment Pool".
What happens next ?
An application row is created under the recruitment study dashboard with the status "Prospect".
If you used the communication feature during the previous step, a communication is sent to the selected subjects. The participant status is updated to "Contacted".
If a participant clicks on the communication and starts the recruitment process, their status changes to "Interested".
If a Pre-Screening Survey is configured and completed, Automations update the status to "Qualified" or "Disqualified" based on the participant's responses.
Edit a Pool:
You can review, modify, duplicate, or delete a previously created recruitment pool using the icon
Click on the pool to modify and follow the steps.
If a pool is deleted, any applications already imported will remain. If necessary, manually select the rows and delete them.
3. Online application from new contacts
In addition to communicating with existing contacts, you can easily share your recruitment study details online and receive applications from new candidates.
How to Obtain and Share a QR Code:
Pre requisite : Ensure a recruitment study online landing page is configured.
Navigate to "Recruitment Studies".
Search for and open the desired recruitment study.
Open the "Settings" tab.
Go to the "QR Code" page.
Click on "Copy"
Share the QR code or hyperlink on any online platform, such as:
Your company website.
Social media channels.
Professional supports.
What happens next ?
Interested participants can apply online by clicking the button on the online recruitment page. Participants will need to enter a valid email address:
If the email
exists in your database: The participant will be prompted to log in.
does not exist in your database: The participant will need to create a profile.
If a participant clicks on the communication and starts the recruitment process, their status changes to "Interested".
If a Pre-Screening Survey is configured and completed, Automations update the status to "Qualified" or "Disqualified" based on the participant's responses.
4. Review and manage applications
As previously described, applications can enter your recruitment study dashboard in multiple ways. The global dashboard and the following options are designed to help you review applications, decide who to contact first, and identify participants who are already Qualified or Disqualified.
Application Status Description
All the following status definitions are based on Datacapt software features and reflect the most standard context of use in the platform. End users can manually change an application’s status at any time and adapt the definitions as needed. Automatic actions will remain active and, in most cases, cannot be customized.
Prospect: A participant has been identified using the POOL functionality from a study or the "Assign to Recruitment Study" feature in the Subject Database. The staff must contact this participant.
Contacted: A participant has been contacted and is awaiting a response.
Interested: A participant clicked on "Apply" from a recruitment landing page and started the application process online.
Qualified: A participant has answered the pre-screening questionnaire and/or passed the recruitment call. The participant is eligible for the study, and a first study visit is booked at the investigation center.
Enrolled: A participant has attended the first visit and is officially included in the study.
Completed: A participant has finished all visits required by the study protocol.
Disqualified: A participant is ineligible or unavailable to join the study.
Not Interested: A participant has declared that they are not interested in participating in the study.
Excluded: A participant who was previously Qualified or even Enrolled but is no longer able to continue the study protocol.
Filter Applications by Status
Easily click on the colored status flow in the top bar to filter applications.
Review the filtered applications and decide on the next steps.
Display answers from the Database and / or the pre screening survey
To display specific answers and variables, click on the logo
.
Choose whether to include database variables and/or pre-screening survey responses.
Tip: If you need to apply filters to the results, export the data to Excel.
Use the displayed information to decide who should be called back based on pre-answered details. Focus your efforts on the most promising contacts!
Linking an Enrolled Subject to a Clinical Study
In the current version of Datacapt, there is no automation to transfer qualified and enrolled participants from a recruitment study to a clinical study.
To link a participant to a clinical study, the clinical staff must manually search for the subject and add them under the "Subject" page of the specific clinical study.