Allocating a kit is the moment your configuration and your physical stock meet. It happens inside the subject's eCRF, in one click, and it immediately changes the inventory.
š Prerequisite: three things must be true before the button will work.
An allocation configuration exists.
The site has kits with the status Available.
The form includes an Allocation item.
Allocate a kit
š ļø Step by step guide
Open the subject's eCRF.
Click Allocate.
The allocated kit line appears, carrying the kit ID, the timestamp, the investigator's name, and the treatment arm if you are unblinded.
š” Tip: the inventory updates the instant you click. The kit moves to Allocated, and the subject ID, timestamp and the person who allocated it are all recorded. The button also disables itself briefly, which is what stops two simultaneous clicks taking the same kit, so a moment of unresponsiveness there is the system working rather than failing.
Which correction do you need
Two different actions undo an allocation, and they are not interchangeable. The choice records why the kit came back, which is what an auditor will read.
What happened | Use |
The wrong kit was assigned. The kit itself is fine. | Deallocate. The kit returns to Available and can be used again. |
The kit is damaged, or has had a temperature excursion. | Declare invalid. The kit stays visible as Invalid and is not reused. |
Deallocate a kit
š ļø Step by step guide
In the eCRF, open the action menu, the three dots, next to the allocated kit.
Select Deallocate.
Give a reason. This is mandatory.
Confirm.
The kit line disappears from the eCRF and the kit returns to Available in the inventory.
Declare a kit invalid
š ļø Step by step guide
In the eCRF, open the action menu, the three dots.
Select Declare invalid.
Give a reason.
Confirm.
The kit remains visible in the eCRF marked Invalid, and the inventory updates to match.
ā ļø Warning: the reason is mandatory on both actions, and it is the only record of why a kit left a subject. Write what actually happened, not "error". Both actions keep the traceability intact, but only the reason explains it.