Even with a solid setup, allocation, kits and blinding throw up edge cases. These are the situations customers actually hit, and what to do about each one.

Frequently asked questions

I cannot see my kits after going live

When a study moves from draft to live, Datacapt replaces the dummy inventory you used for testing with the production inventory. Your dummy kits are still stored, but they are no longer visible or usable for allocation.

💡 Tip: upload both the dummy list and the production list before go-live. Then nothing has to be found in a hurry on the day.

I cannot configure allocation yet

If both randomization and allocation are active, randomization has to be configured first. That is what lets allocation link to treatment arms and periods. Once the randomization setup is saved, you can create your allocation configuration normally.

A site reports "No kits available"

Usually this means no kit in that site's inventory currently has the Available status, or the kit type does not match what the period expects. Check three things:

The site inventory really does include the right kit type.
Those kits have the Available status.
The allocation mapping points at the correct arm and period.

Who can see Subject IDs and Kit Types?

Two separate permissions control it. Subject ID visibility lets a user see subject data in allocation and inventory. Kit Type visibility lets a user see the type, and therefore the treatment identity.

⚠️ Warning: on a blinded study, never give both permissions to the same role. Separately they are harmless; together they allow indirect unblinding.

What is the correct setup order?

This order avoids empty dropdowns and rework:

Configure randomization.
Set up the allocation configuration.
Build the eCRF forms and add the allocation items.
Import the 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 stock available for that kit type.
Check the user's allocation and kit inventory permissions.

I need to correct a wrong kit allocation

Which action you use depends on why the kit is coming back.

Allocated to the wrong subject: use Deallocate in the eCRF and add a reason.
Damaged, or temperature-exposed: use Declare invalid instead.

Both update the inventory automatically and keep the traceability intact.

My team changed a kit type. How does that affect the inventory?

Editing or deleting a kit type does not update the inventory or the eCRF mappings. If you rename or remove one, you have to review and update three places yourself:

The kit inventory list.
The allocation configuration.
Any eCRF form using the allocation item.

Where to start when something looks wrong

Allocation is flexible, and that flexibility comes from dependencies between randomization, kit types, inventory and forms. When something is off, check these three before anything else:

The study status, draft or live.
The permissions assigned to the user reporting the problem.
The data source, dummy list or production list.

If those three are right, the rest usually falls into place.

👉🏻 Next step

Allocation essentials

Kit Type Management

Allocation FAQs & Common pitfalls