Content in this article relates to:
eCOA Solutions
NxT Platform
Swift Product
Discover how to start visit workflows, complete tasks, and navigate through your clinical visit using Clario’s Participant Dashboard.
Summary of Process Steps
Unlock the Visit Phase
Unlock a visit phase when you’re ready to begin the first visit in that phase or need to move a participant to the next phase in the study.
Start the Visit
Once a phase is unlocked, you can start the visit and view all required activities for that visit.
Complete a Task
Each visit includes required tasks that must be completed. Tasks may be CLINROs or ePROs, depending on your study setup.
Other Actions
You can cancel, continue, or skip a visit when needed, depending on your workflow and site scheduling requirements.
1
Unlock the Visit Phase
Before starting a visit within a phase, you may need to unlock that phase.
This is typically required when beginning the first visit in a series or when a participant needs to move from one phase to the next based on your study’s configuration.
To unlock the visit phases:
Press the lock icon next to the visit phase name.
Select the state you want to move the participant to.
A confirmation screen will appear with the details of the change.
Press Change State to complete the update.
Unlocking Visit Phases Out Of Order
If you attempt to unlock a visit phase that is not scheduled yet, you will be asked to provide a Reason for Change.
2
Start the Visit
Once a visit phase is unlocked, you can begin the visit and complete its required activities.
To start the visit:
Press Start Workflow.
The visit screen will open and display all activities you need to complete.
Visit Screen Navigation Options
Go Back
Returns you to the Participant Dashboard.
Cancel Visit
Resets the visit so it can be started again and returns you to the Participant Dashboard.
Start
Opens the form for the selected task so you can begin entering responses.
Send Notification
Sends a notice to the participant, based on their communication settings, inviting them to begin the task.
Send Reminder
Sends a reminder to the participant, based on their communication settings, prompting them to begin the task.
Skip
Skips the task and moves you to the next available task.
3
Complete a Task
Visit activities may include clinician‑reported outcomes (CLINROs) or participant‑reported outcomes (ePROs).
CLINROs are completed on your site‑specific device (e.g., computer, tablet).
ePROs may be completed on the participant’s device (e.g., smartphone) or your site‑specific device.
Tasks appear in the order they should be completed.
CLINROs
To begin a task, press the play button next to it. Each task is designed to be simple and guided. You’ll typically see:
A progress bar (grey with green highlights)
A question or prompt
Response options based on the question type
Use the navigation buttons to move through the task:
Red X to exit (changes to a white back arrow after the first screen)
Green forward arrow (active after responding)
Green Submit button (on the final screen to submit)
Complete all required tasks to finish the visit.
ePROs
Using the Participant’s Device
If you select Send Notification, the participant will receive a notice—based on their communication settings—inviting them to begin the task.
They will respond to the on‑screen prompts to complete it.
Using the Site-Specific Device
If you choose Start task on this device, the Participant Web login page will open.
The participant enters their credentials and then completes the prompts in a similar experience to CLINROs.
Using a Different Device
If you select Start task on another device, a message screen will appear showing a shareable QR code and link.
Provide this information to the participant so they can complete the task on their preferred device.
A
Understanding Question Types
Forms may include a variety of question types. Here’s what to expect:
Single Choice – Select one option
Multiple Choice – Select all that apply
Free Text – Type your response
Numerical – Choose a number
Date/Time – Pick a date or time
Scales – Click along a scale to show your response
Some questions may include follow-ups based on your answers.
B
Reviewing Responses
Need to go back and check something? No problem.
Use the back arrow to revisit earlier questions
Your answers are saved and editable
You’ll pick up right where you left off
Exiting the Form
Pressing the red X will delete all your responses. If you exit this way, you’ll need to start the form again later.
C
Signing an Affidavit
Some forms may include an affidavit.
Participants do not need to sign their name. Instead of signing, they check the box to confirm. Then press the green check mark to submit.
Site users will sign their name.
D
Submitting a Form
Some forms won’t include an affidavit. In those cases, here’s how submission works:
On the final screen, press the green check mark or Submit button
A confirmation screen will appear while your responses are submitted
You’ll return to the dashboard once submission is complete
Repeat the process for each scheduled task
Other Visit Actions
Skip a Task
You can skip a task when it cannot be completed during the visit. Skipping a task records the action and moves you to the next available activity.
To skip a task:
Press the skip button (fast‑forward icon) next to the play button.
Enter a reason for skipping. Your response must be more than five characters to activate the Skip button.
Press Skip. You will return to the Visit screen, where the task appears in the Completed section and is marked as skipped with the date and time recorded.
Alternatively, to exit without skipping, press Cancel or X.
Continue a Visit
You can return to a visit that was started but not completed. This option is helpful when a visit is interrupted or when on‑site scheduling changes prevent you from finishing all required tasks during the initial session.
When a visit is kept open, the system displays the remaining tasks and provides the option to continue.
To continue a visit:
Press Continue.
The visit screen will open and show all tasks that still need to be completed.
Press the play button to begin the next task and complete all required activities to finish the visit.
Cancel a Visit
Cancelling a visit is an option you can use when a visit was opened in error or when a scheduling change requires you to reset the visit before completing it.
To cancel a visit:
Press Cancel Visit.
Review the Save Changes confirmation screen.
Press Cancel Visit again to exit the visit without saving your progress. This resets the visit and makes it available to start again.
Alternatively, press Continue Visit if you want to return to the visit instead of cancelling.
Skip a Visit
You can skip a visit when it cannot be completed as scheduled. Skipping removes the visit from your list of pending work and records the reason for the action.
To skip a visit:
Press the ellipsis (three dots) on the visit card to open the action menu.
Select Skip Visit.
Enter a reason for skipping. Your response must be more than five characters to activate the Skip Visit button.
Press Skip Visit again. You will return to the Participant Dashboard, where the visit is labelled Skipped.
You can view the recorded reason by hovering over the information icon (“i”).
Frequently Asked Questions
How do I navigate to the page where I can view and complete visit activities?
From Clario's Global Dashboard:
Press Select Study or Organization.
Choose your study from the drop-down list, or press Show more… to search for it.
Press Subjects.
Select the participant for whom you need to begin a visit.