Even with a solid setup, you might encounter some questions or edge cases when working with allocation, kits, or blinding.
This article gathers the most common situations customers face, and how to solve them quickly 💡
I cannot see my kits after going live
When a study switches from draft to live, Datacapt automatically replaces the dummy inventory (used for tests) with the production inventory.
Your dummy kits are still stored but no longer visible or usable for allocations.
💡 To avoid confusion, always upload both dummy and production lists before go-live.
I cannot configure allocation yet
If both randomization and allocation are active, randomization must be configured first.
This ensures allocation can properly link to treatment arms and periods.
🛠️ Once the randomization setup is saved, you’ll be able to create your allocation configuration normally.
A site reports “No kits available”
This usually means no kit in the site’s inventory currently has the Available status or the kit type does not match what is expected for the period.
✅ Double-check:
The site inventory actually includes the right kit type
Kits have “Available” status
Allocation mapping points to the correct arm/period
Who can see Subject IDs and Kit Types?
Visibility depends on permissions:
Subject ID visibility → lets users see subject data in allocation or inventory.
Kit Type visibility → lets users see the type or treatment identity.
🚫 For blinded studies, never combine both on the same user role.
That would allow indirect unblinding.
What is the correct setup order?
To ensure a smooth configuration and avoid empty dropdowns:
Configure Randomization
Set up Allocation Configuration
Build eCRF forms and add allocation items
Import Kit Inventory
Validate with test subjects in dummy mode before going live
I cannot trigger the allocation in the eCRF
If the Allocate button stays disabled or no kits appear:
Confirm the form contains an Allocation item linked to a valid period
Make sure the site has available stock for that kit type
Verify permissions (
allocation.accessandkit.inventory.edit)
I need to correct a wrong kit allocation
If a kit was allocated to the wrong subject:
Use Deallocate in the eCRF and add a reason.
If a kit was damaged or temperature-exposed:Use Declare invalid instead.
📋 Both actions will update the inventory automatically and preserve traceability.
My team changed a kit type how will this affect the inventory?
Editing or deleting a kit type does not automatically update inventory or eCRF mappings.
If you rename or remove a kit type, you must manually review and update:
Kit inventory list
Allocation configuration
eCRF forms using the allocation item
Summary
Allocation in Datacapt is designed for flexibility, but with flexibility comes dependency between randomization, kit types, inventory, and forms.
Whenever something looks off, start by checking:
The study status (draft vs live)
The permissions assigned
The data source (dummy or production list)
If these three look right, the rest usually falls into place.