The Calendar shows all your appointments in one place: the slots of your recruitment schedules and the events you create yourself, for every study and center you work on. From there, you can see your day at a glance and manage a participant's visit without opening each study.
đ Prerequisite:Calendar âș Access to see the Calendar, Add to create events, Edit to book, reschedule and delete visits, Update Visits âș Update to confirm and cancel them.
Get to know the Calendar
Open the Calendar from the left menu.
1 | Calendar shows your appointments. Bookings lists the visits booked on one day. |
2 | Today and the arrows move you through the dates. |
3 | Switch between Day, Week, Month and Agenda. |
4 | New âș Event creates an appointment (the + button at the bottom right does the same). |
5 | Each block is an appointment: its time, how many places are taken (for example 1 / 2), the study and its name. |
6 | Search for a participant, a team member or a title, on any date. Settings shows or hides weekends. Filter lets you choose which centers you see. |
đĄ Tip: the slots of your recruitment schedules and the events you create look the same in the Calendar. To create or change a schedule, go to the study's Schedules tab.
Create an event
Create an event for an appointment that is not part of a recruitment schedule: an information session, an extra visit, a team meeting.
đ ïž Step by step guide
Select New âș Event.
Enter a Title, the Date, the Start time and the End time.
Add your colleagues in Attendees and check the Center.
If participants come to this appointment, open Advanced options (see below).
Select Add.
Advanced options:
Add study: link the event to a study. For a recruitment study:
you can tick Mark as anchor visit for this study and Mark as qualifying visit for this study;
the visits booked on the event appear in the study's Booked visits list.
Add capacity / participants: how many people can come (Capacity, 1 by default), and who (Participants).
Add instructions: practical information for the appointment.
â ïž Warning:
An event linked to a study does not appear in the study's Appointment schedule, even with participants booked on it: only schedule slots do. See Organize recruitment visits to create a schedule.
The Participants list shows everyone in your subject database, not only the participants of the study. Make sure the person you add is in the study.
When you change the Start time, the End time resets to 15 minutes later. Check it before you save.
Manage a participant's visit
Select an appointment to open it. Under Participants, you see who is booked and the status of their visit. Select âź next to a participant:
Confirm visit: record whether the visit took place, then the participant's status and payment.
Reschedule: choose a new date and time. Turn on Free slot if someone else can take the old time.
Cancel: cancel the visit and choose the reason.
Delete: available on events you created, and on the first visit of a schedule.
To remove a participant from an event: select the pencil, hover over their name, select â, then Update.
These actions work the same way as in the study's Booked visits list. See Organize recruitment visits for what each one changes.
Change or delete an appointment
Open the appointment, then select the pencil to change it, or the bin to delete it.
Slot of a recruitment schedule: you can move it and change who attends. Its title, center and study can only be changed in the study's schedule.
Sequential schedule: the capacity of Visit 2 onward follows Visit 1, and only Visit 1 slots can be deleted.
â ïž Warning: when you delete an appointment that has a booked visit, the visit is not erased. It stays in the study's Booked visits list with the status Cancelled, even if the confirmation message says it will be deleted.
See the bookings of a day
The Bookings tab lists the visits booked on the day you pick, with the participant and the status of each visit. Use the Studies and Locations filters to narrow the list.
