Participant payments run through four hands: the study is configured once, an order is generated as the participant progresses, the clinical team confirms it, and finance validates and exports it. This article follows that order.
🔑 Prerequisite: a recruitment study. A payment record cannot exist without one.
Configure payments on the study
🛠️ Step by step guide
Navigate to Recruitment Studies and open the study.
Open Settings, then Payment.
Choose the Payment Type, Per Study or Per Visit.
Set the Payment Currency.
If you chose Per Study, set the Payment Amount for the whole study. If you chose Per Visit, the amounts are set per visit in the schedule instead.
Payment type | When an order is generated | Where the amount is set |
Per Study | Once, when the participant's application status becomes Completed. | On the study, in Settings > Payment. |
Per Visit | Once per visit, based on the visits in the Recruitment Schedule. | On each visit, in the schedule. |
Generate an order paid once, at the end
If your design pays everything at the end of the protocol, there is nothing more to configure.
🛠️ Step by step guide
Add a participant to the recruitment study. See Manage applications and participants.
Follow the study protocol. When the participant's clinical investigation is finished, set their status to Completed.
Check the payment details, which come from the study configuration. Adjust the amount if you need to, and add a note saying why.
Select Finish and Close.
The order now appears on the Payments tab of that recruitment study, ready for review.
Generate an order paid per visit
Paying per visit needs one extra piece of setup: a Recruitment Schedule that carries the amount for each visit.
🛠️ Step by step guide
Set up the schedule
Navigate to Recruitment Studies and open the study.
Open the Schedules tab.
Create a new Recruitment Schedule, and complete Payment Per Visit with the expected amount for that visit. You can still change it when you confirm the visit.
Select Save, and repeat for each schedule you need.
Generate and confirm the order
Go to the Schedules page of the study, or to the Calendar module.
Select a visit slot that has no participant yet.
Assign a participant. They must already be attached to the recruitment study.
Open the visit options and select Confirm Visit.
Set the visit status to Completed, and update the participant's application status if needed.
Check the payment details, adjust the amount if necessary and add a note.
Select Finish and Close.
For more on schedules and the calendar, see How to create appointment schedules.
Review and confirm the order
An order has to be reviewed and confirmed before it reaches finance. This is normally done by the clinical team following the participant, from the Payments page of the recruitment study, which gathers every order for that study.
🛠️ Step by step guide
Navigate to Recruitment Studies and open the study.
Open the Payments tab.
Filter to the records you need to review, and check the details.
To approve: click the record and select Confirm Payment.
To stop it: select the row, choose Change Status, select Cancel or Reject, and save.
Your decision | What happens |
Confirmed | Status becomes Processing, and the record moves to the Payment Order Management screen for finance. |
Cancelled or Rejected | The record stays at study level and goes no further along the workflow. |
Validate the orders as finance
The Payment Order Management page is a single dashboard across every recruitment study. It is where the administrative validation happens, before anything is exported.
🛠️ Step by step guide
Navigate to Payment Order Management. Every order is shown by default.
Filter to Processing to see the orders the clinical team has reviewed and that are waiting for you.
Check the totals and the details against your center's procedures.
Select the rows to validate and click Make Payment.
Review the total amount and click Submit.
Submitting sets the status to Paid, records a payment date, and generates a unique transaction ID shared by every order validated in the same batch.
⚠️ Warning: a batch will only validate if all three of these are true.
Every order belongs to the same center.
Every order is in the same currency as the center making the payment.
For SEPA, every participant has provided their bank account details online.
Remember also that Paid is a Datacapt status. It records that you validated the batch, not that your bank has transferred anything.
Export the payment files
You can generate an export at any time. The formats available depend on how your center is configured.
🛠️ Step by step guide
Navigate to Payment Order Management.
For a spreadsheet, choose Exports and download in CSV or Excel.
For a bank file, and if your center is set up for it, choose Export SEPA.
The file downloads to your device, ready to share with your bank or to use for your KPIs.