💡 What are participant statuses?
Participant statuses help you follow each participant’s progress throughout the study, from screening to completion, while keeping your study data and communications consistent.
They provide a clear overview of where participants stand and help control automated actions such as ePRO messages.
🕘 When it’s useful
Statuses make participant management clearer and safer:
Everyone on the study team sees the same progress labels (e.g. Screening, Active, Completed).
Automated features such as ePRO reminders or notifications use statuses to know whether to continue or stop sending messages.
💡 For example, assigning an Opt-out status (like Withdrawn or Screen failure) automatically stops future ePRO messages and reminders, avoiding accidental communication once a participant leaves the study.
⚙️ How it works
Each participant has a status that can be changed manually.
Statuses are visible:
in Subject Management (list and detail view),
and at the top of each eCRF.
Every status includes four key fields:
Field | Description |
Label name | The name that appears in the app (e.g. Active, Withdrawn). |
Rank | The order in which statuses appear (1 = first in the list). |
Opt-out? | Select “Yes” to automatically stop all ePRO sending, reminders, and automations for this participant. |
Default status? | The status automatically applied when a new participant is created (only one can be default). |
🪄 How to set it up
⚠️ Important: the statuses are set-up at the instance level, meaning statuses will be the same across all studies.
At the moment, participant statuses are created and managed by your Datacapt Customer Success Manager (CSM).
To speed things up, you can prepare the setup file yourself:
📥 Download the Participant_Status_Template.xlsx
Fill in the columns with your preferred statuses:
Label name – e.g. Screening, Active, Withdrawn, Completed
Rank – 1, 2, 3, etc. (to define the display order)
Opt-out? – Yes or No
Default status? – Yes for only one status
Send the completed file to your CSM via email or your project ticket.
Your CSM will review and import it for your instance.
💡 Tip: If you run an ePRO study, make sure at least one of your statuses includes “Opt-out = Yes” to stop future messages when needed.
Curent limitations:
Statuses are managed by the Datacapt team.
Recruitment and EDC statuses are not yet synchronized.
Statuses are set-up at the instance level, they will be the same across all studies