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Learn how to create, start, complete, and manage unscheduled visits in Clario—from capturing off‑schedule clinical data to ending the visit when all tasks are complete.
Summary of Process Steps
Create an Unscheduled Visit
Use Create Unscheduled Visit when you need to capture clinical data outside the regular visit schedule, based on your study’s configuration.
Start an Unscheduled Visit
After creating the visit, the visit screen opens automatically, allowing you to begin any available study tasks for the unscheduled visit.
Complete a Task
Complete tasks in any order that fits the needs of the unscheduled visit. Follow the on‑screen prompts and submit tasks to the Clario Portal.
End an Unscheduled Visit
Press End Visit once all necessary tasks have been submitted.
Unlike scheduled visits, which end automatically after all required tasks are complete, unscheduled visits remain open until you manually end them.
1
Create an Unscheduled Visit
Unscheduled visits allow you to capture clinical data outside the regular visit schedule.
To unlock the visit phases:
Press Create Unscheduled Visit.
Select the Visit Phase from the drop-down menu and press Create.
The visit screen will open and display all activities you can complete.
Activity Availability
All study forms in an unscheduled visit are available and marked Optional, allowing you to complete any form in any order.
An unscheduled visit remains open for the rest of the day and closes automatically at midnight. This flexibility allows you to collect data at the most suitable time during on‑site activities.
You can back out of the visit and return later by pressing Continue.
Finding Your Unscheduled Visit
If you back out of the visit screen, you’ll return to the Participant Dashboard and see the next upcoming visits.
If you don’t see the unscheduled visit immediately, scroll horizontally through the visit list. Unscheduled visits appear at the end of a visit phase.
2
Start an Unscheduled Visit
Creating the unscheduled visit automatically starts the visit.
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
4
End an Unscheduled Visit
End the visit once all activities for the unscheduled visit have been completed. This closes the visit and prevents any additional data from being captured.
To end a visit:
Press End Visit.
Review the Save Changes confirmation screen.
Press End Visit again to close the visit.
Alternatively, press Continue Visit if you want to return to the visit instead of ending.
Other Visit Actions
Continue an Unscheduled Visit
You can return to an unscheduled visit that was started but not ended or cancelled. This option is useful when a visit is interrupted.
An unscheduled visit remains open for the rest of the day and closes automatically at midnight.
Until you press End Visit, the visit stays open and available for additional data capture.
To continue a visit:
Scroll horizontally through your visit list to locate the open unscheduled visit.
Press Continue.
The visit screen will open and show all available and optional tasks.
Press the play button to begin the next task and complete any required activities for the unscheduled visit.
Cancel an Unscheduled 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 remove it from the visit list.
To cancel a visit:
Press Cancel Visit.
Review the Save Changes confirmation screen.
Press Cancel Visit again to exit the visit before entering any data. This resets the visit and removes it from the Participant Dashboard until it is created again.
Alternatively, press Continue Visit if you want to return to the visit instead of cancelling.
Cancelling Before Data Entry
You can only cancel an unscheduled visit before any data has been entered.
Once data is submitted to Clario, the visit can no longer be cancelled—you will need to end the visit instead.
Frequently Asked Questions
How do I navigate to the page where I can create and complete an unscheduled visit?
You can access unscheduled visit activities directly from the participant’s record.:
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 create an unscheduled visit.