📅 Planned to be released on Wednesday, July 8th, 2026
Datacapt 4.23 introduces Participant Availability & Washout Management, making it easier to build reliable recruitment lists based on participant availability. This release also delivers platform improvements and bug fixes to enhance usability, traceability, and the overall user experience.
🆕 CTMS - Participant Availability & Washout Management
Instantly identify participants who are available for a new study while automatically excluding those still under washout or already participating in another study on the same body zone.
Previously
Recruitment managers had to manually cross-check participants across studies to determine whether they were available for recruitment. This process was time-consuming, error-prone, and increased the risk of contacting participants who were still involved in another study or within a protocol-defined washout period.
What's new?
Datacapt automatically calculates an Availability Date for every participant by considering previous, ongoing and upcoming studies, study duration, body zones and configurable washout periods.
The Availability Date can be displayed directly in the Subject Database and used to filter and sort participants, allowing recruitment teams to identify participants who are available before a target date.
This removes the need to manually review study histories and helps build reliable recruitment lists in just a few clicks.
How does it work?
Participant Availability has been designed to be as simple or as advanced as needed.
There are three configuration levels:
🚀 Level 1 - Get started
Configure the study dates, study zone, and a default washout period. This is enough to start calculating participant availability.
🚀 Level 2 - Improve accuracy
Create study types, for example Solar, Anti-aging or Skin Tolerance, and assign a specific washout period to each one.
🚀 Level 3 - Maximum precision (scheduling & agenda users)
Mark an Anchor Visit (D0) so availability is calculated from each participant’s actual attendance rather than study-level dates.
Whether only Level 1 is used or all three levels are configured, Datacapt can compute the first date each participant becomes available for recruitment.
Why it matters
Build recruitment lists faster instead of manually cross-checking participants across studies.
Reduce the risk of contacting participants who are still under washout or already engaged in another study.
Standardize washout management across studies while keeping flexibility for protocol-specific requirements.
Increase confidence in the participant database as a reliable recruitment source.
Limitations
Availability dates are calculated on demand and are not stored.
Studies without the required configuration, study zone and study dates, are ignored in the calculation.
The Availability Date column is only available to users with access to both the Subject Database and Recruitment Studies.
Availability dates must be calculated before the corresponding filter can be used.
📖 A dedicated knowledge base article explains each configuration level, provides setup recommendations, and helps choose the approach that best fits the recruitment process: Participant availability & washout management
🐞 Bug fixes & improvements
🧩 EDC - Builder
Fixed a bug where Role-Based Edit and Role-Based Visibility settings were not always saved when configured during question creation.
Fixed a bug preventing questions within a Repeated Measures section from being reordered using drag and drop.
📧 EDC - ePRO
Resolved an issue where ePRO records with a target time could no longer be edited after the target time had passed. Completed ePROs can now be edited as expected.
Resending an ePRO invitation is now recorded in the EDC Audit Trail, providing improved traceability of participant communications.
🕵️ EDC - Audit Trail
Improved the User filter so all users are now searchable instead of only the first 50 entries.
📆 CTMS - Recruitment & Subject Database
Corrected the "Is empty" and "Is not empty" operators in advanced participant filters.
Resolved an issue where participant list views filtered by Study could fail to save.
Saved views now correctly restore their own filters instead of occasionally displaying filters from the previously opened view.
Some participants were receiving an automatic "Application received" email after completing a recruitment survey while they might be disqualified. This email won't be sent anymore.
⚙️ Platform & Interface
Corrected several dropdown filtering issues across the platform, particularly on smaller screens, improving the overall consistency of filter behavior.
It is now possible to remove the last administrator from a tenant. A confirmation dialog is displayed before removing the final administrator to help prevent accidental changes.
🔧 Minor Releases
Release 4.23.1 - Thursday 16th July 2026
📧 EDC - ePRO
Fixed a bug where the Missing / Unknown option was not available for radio button questions when editing an existing ePRO response.
Section and subsection information is now correctly included in ePRO Audit Trail exports for all recorded answers, including previously collected data.
🧩 EDC - Builder
Fixed a bug in Randomization where the "Not equal to" operator did not work correctly with the Treatment Arms system variable.
👤 CTMS - Subject Database
Resolved an intermittent issue that could prevent participants from registering through a Subject Database QR code due to an invalid registration link.
📊 CTMS - Reports
Deleted participants are no longer included in reports generated from the Subject Database, ensuring report results accurately reflect active records.
📆 CTMS - Recruitment
Recruitment study exports now include participant email addresses and phone numbers, making it easier to follow up with participants or work with exported recruitment lists.