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Datacapt Version 4.23

📅 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.

🆕 Site 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.

📆 Site 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.

👤 Site 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.

📊 Site CTMS - Reports

  • Deleted participants are no longer included in reports generated from the Subject Database, ensuring report results accurately reflect active records.

📆 Site 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.

Release 4.23.2- Tuesday 21th July 2026

This release focuses on the Scheduler & Calendar module, improving how recruitment managers plan, navigate and review visits. It brings clearer capacity tracking, schedule color-coding, faster navigation and a consolidated visit view directly in the participant drawer.

🆕 New Features - Site CTMS

🎨 Schedule color-coding

  • You can now assign a color to a visit schedule. The color is applied automatically to all of that schedule's events in the calendar, making it easy to visually distinguish between schedules. You can set it once at the schedule level, and it applies to all its visits/events.

🗓️ Visit date range on planning

  • Each schedule in the planning view now displays its first and last visit date directly under its name, no need to open the schedule to know its timeframe. It’s automatically calculated from existing visit dates.

🕓 Visit history in participant drawer

  • A new "Visit schedule" widget in the participant drawer shows every visit for the selected participant within the current study, in one place. Each visit row shows date, status (with tooltip), visit name, time range, and duration.


✨ Other improvements - Site CTMS

🧭 Easier Schedule/Planning navigation

  • The currently open schedule appointment is now more clearly highlighted.

  • Users can now navigate both forward and backward through a schedule's planning whenever slots exist before or after the currently displayed week, removing a common dead-end when browsing recruitment study schedules.

  • Now clicking a slot on visit 2, 3, 4+ from a sequential schedule shows the attached participant on the left. The search on these visits is now locked to not allow users to book another visit than visit one.

👀 Calendar readability

  • Study reference now displays next to the visit time across all calendar views (Agenda, Month, Week), with automatic truncation when space is limited. Capacity badge position was moved for better visibility on the left.

  • Opening an event now automatically expands the participants list by default, removing an extra click previously needed to view or add participants.

  • Adding a participant is now better, with skeleton loading and better usability

🖌️ Schedule/Planning visual improvements

  • The Published / Not Published indicator has moved before the schedule name, shown as a colored dot with tooltip (grey = not published, green = published).

  • Schedule and visit name now display when a slot is selected for adding a participant.

  • The "new date" button is now bigger and more visible, consistent with the design system.

  • Slot counts now reflect the actual number of possible visits rather than the number of slots, e.g. a slot with capacity 5 now correctly shows "5" instead of "1". A new "X of X slots" indicator (e.g. 20/35) shows how many slots have been created against the configured maximum.

  • The field "Number of Participants" has also been renamed to "Expected maximum slots per visit" for clarity when creating a planning.

  • Users are no longer logged out while building a long schedule, saving a visit now resets the 15-minute inactivity countdown.

  • Users can now see the custom hour they typed in the dropdown when entering hours, instead of seeing no data, improving usability

🐞 Bug fixes

👤 EDC - Inclusion List

  • EDC inclusion lists: when opening an inclusion from the dashboard directly and clicking on "back", the inclusion list only showed 5 inclusions and not the whole list.

📧 EDC - ePRO

  • ePRO settings: a French translation was wrong, "Target date" and "Target time" were both shown as "Date de fin".

Release 4.23.3 - Sunday 26th July 2026

This release marks a major step forward for the platform. As part of V5, we've invested significant effort in re-architecting how answer data is stored and processed, foundational work that's intentionally invisible.

What you will notice: faster load times, smoother performance and a more stable experience overall as you use the platform.

Release 4.23.4 - Wednesday 29th July 2026

🧩 EDC - eCRF

  • Sorting the Inclusion List by free-text Inclusion IDs now works correctly.

  • Resolved an issue where some queries could remain open without being displayed or included in the query count, particularly in Repeated Measures.

  • Corrected an issue that could prevent eCRF exports from being generated. Other export types were not affected.

  • Corrected specific errors that could affect floating-point answers or prevent the records list from loading.

🧩 EDC - Builder

  • Fixed a bug where adding and editing a table question could prevent users from subsequently adding a template to the Builder.

  • Resolved issues affecting some imported template items, which could not be edited or reordered after being added.

  • Answer Reminders now correctly display the participant’s previous answer for radio button, checkbox and dropdown questions. Slider questions also show the correct previous value.

📧 EDC - ePRO

  • Long ePRO names are now displayed more clearly when participants complete questionnaires.

👤 CTMS - Subject Database

  • Improved participant deletion automation to ensure related Participant Account information is handled consistently.

  • Builder: Images used as question descriptions are now visible when editing, allowing users to update or remove them.

📅 CTMS - Calendar

  • Long event titles are now displayed more fully when sufficient space is available, making calendar entries easier to read.

⚙️ Platform - Users, Studies & Interface

  • Status translations are now consistent across filters, settings, counters and other areas of the platform.

  • Centers with no participants can now be removed from an EDC study without generating an error.

  • Adjusted the spacing in the study and recruitment study creation windows so the final input field is displayed correctly.

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