You're just a few simple steps away from being study-ready!
Keep an eye on the Site Status banner in your Study Dashboard and check the help content here whenever you need a hand.
Let’s get started!
Summary of process steps
Create or Choose Your Site
If you're the first to join Clario’s eCOA platform, you’ll need to register your site using a quick setup wizard during onboarding.
In some studies, your sponsor or CRO may have already created your site—so you’ll simply select it to get started. In others, you’ll be guided through a short online form to create it yourself.
Add Colleagues
The site administrator — usually the first person registered at your clinical site — can add team members by selecting New User from the Sites dashboard.
They’ll fill in the required details and assign a role to the new user.
Add Participants
Clinical staff create participants from the Subjects dashboard, enter required details, and activate accounts via SMS, email, QR code, or browser link.
Conduct Visits
Choose a participant, start the visit, and work through tasks in order. Some tasks can be sent to the participant. Submit all tasks to complete the visit.
Accepting your study invitation
The team managing your study will invite you to join the study. Follow these steps to get started.
Accept the Invitation: Press Join the Study when you receive the invitation.
Register Online: A registration form will open in your web browser. Follow the prompts (e.g., Next, Create Account) to complete the form. Additional guidance is provided below.
Still haven’t received your invitation? Your invitation email might be in your junk or spam folders. Look for an email from Clario titled "You Have Been Invited to a Study”. If you still can’t find it, contact your CRO or sponsor team.
New user registration
Press No.
Complete the account creation form by filling in all mandatory fields.
Press Create Account, then log in with your newly created credentials.
Need more help with registration? Click here to read our full guide on creating a Clario Global Account.
Returning user registration
Press Yes.
Enter your User Name, then press Next.
Enter your Password, then press Log in.
Creating your site
Site registration steps may vary by study. In some cases, you’ll need to register your site before continuing with other onboarding tasks. This process is completed using the Create New Site wizard.
You’ll be asked to:
Enter your site’s contact information
Provide your site ID
Add user profiles for team members involved in the clinical trial
Let’s begin:
Press Add New.
Fill in the required fields, then Next.
Enter your site ID (provided by your CRO or sponsor) using the required format, then click Next.
Enter the Principal Investigator’s name and email address, then Add.
Press Next, then Add New to begin adding site users.
Enter the site user’s full name, email address, and select their role.
Press Submit to complete the process.
Where can I view my site details? Go to Sites in your Study Dashboard to view your site information, including site users.
Check your site details are correct
If you haven’t just completed your site setup, please take a moment to review your site’s information and make sure everything is accurate. To make updates, follow these simple steps:
Go to My Site in your site management options.
Click Edit Site to begin making changes.
Update your Site Details (including contact info and shipping address if needed), then click Next.
Review and edit your Principal Investigator’s information.
Click Submit to save your changes.
Can’t see your full address? Hover over the address to view the full content when three dots (...) appear.
Completing your training
You may need to complete training before accessing all study features in Clario’s portal. Follow these steps to get started.
Log into your Clario Global Account at https://gsso.ert.com/idp.
Press Select Study or Organization and select your study from the list. Or click the desired 'Project Name' from the Recently Accessed list.
Kickstart your training by pressing Complete Your Required Training.
No required training? Lucky you! You can jump straight into Clario’s platform by selecting My Site to access site management features.
Still, we recommend checking out our help resources—they’re packed with tips to help you get the most out of your experience.
You’re ready!
Welcome to your Study Dashboard! Well done on completing your onboarding activities.
Here’s a quick guide to help you get started:
Services Press any service (e.g., My Site, Subjects) to go straight to its dashboard.
KPIs (Key Performance Indicators) Get a quick overview of your study’s health. Keep an eye on any tasks assigned to you, like reviewing open queries or DCRs..
Reports Explore detailed data to support your monitoring and decision-making. The Reports widget will display data once you begin using the reporting features.
Uploader
Upload data and manage scheduled data upload tasks.
Queries
Access and respond to your site’s queries.
Subjects
Manage subject details and access visit activities.
My Site
Manage site contact information, users, and equipment.
Reports
Interact with data visualizations.
User Management
View all users in your study
Onboarding new participants
Getting participants set up in Clario is a straightforward process, but it involves a few steps and may include different people along the way. As clinical staff, your role is to initiate setup and guide the handover to the participant. How that handover looks will depend on the activation method—whether the participant will complete Clario tasks on a computer or a mobile phone.
1 - Open the Subjects Dashboard
Log into the Clario Portal
Go to the Clario Portal login and enter your user credentials.
Access Your Study
Click Select Study or Organization and choose your study from the list.
Or, simply click the study name under Recently Accessed if it’s listed there.
Welcome to the Subjects Dashboard
You’re now on the dashboard where you can view and manage all your participants. Here, you’ll see:
Subject and site numbers
Compliance metrics
Study phase (e.g., Enrolled, On Treatment, Follow-Up)
You can also:
Edit basic demographic details
Re-send account notifications
Add caregivers
Click here to learn more about using the Subjects Dashboard.
2 - Creating the Participant
Click “Create Subject”
This opens a form where you’ll enter the participant’s details.
Fill in the Required Fields
The form may vary depending on your study, but typically you’ll need to:
Select the participant’s site
Enter their clinical ID (following your study’s format)
Choose their preferred language
Select the site’s time zone
Fill in any additional demographic details as needed
Save or Activate
You can:
Save the form and return later
Activate the account immediately
Or do both when you're ready
Important: All required fields must be completed before you can activate the account.
3 - Activating their Account
Once the participant is created, it’s time to activate their account. This step determines how they’ll access Clario—either on a mobile device or computer. You’ll choose the activation method based on what works best for the participant.
Mobile Device (SMS)
Select the country code and enter the participant’s phone number.
Press Send Invitation and they’ll receive a text message with activation instructions.
Enter the participant’s email address.
Press Send Invitation and they’ll get an email with a link to activate their account.
QR Code
Show the participant a QR code to scan with their mobile device.
This starts the activation process directly on their phone.
Copy & Paste URL
Copy the activation link into a browser tab on your computer.
Let the participant use the same device to complete their setup.
Important: If you use the URL method, your account will be logged out once the participant accesses the portal. Be sure to monitor this step to maintain account security.
Now that you’ve activated the participant’s account and sent their invite, check here to see what steps they’ll take to get set up and started.
Managing clinical visits
Navigating to the Start of a Visit
Site staff begin by selecting Subjects from the Study Dashboard. From the list, they choose the participant by their Subject ID (e.g., “100” or “754”).
Next, they press Start Workflow from the participant’s dashboard under the Visits tab. This opens the visit and displays the scheduled tasks.
Executing and Completing a Clinical Visit
Once a visit is started, site staff will see a list of scheduled tasks for that visit. Tasks appear in the order they should be completed.
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 check mark (on the final screen to submit)
Complete all required tasks to finish the visit.
What are Visit Phases?
Visit phases (like Screening, Treatment, or Follow-Up) are groupings of related visits. Each phase is initially locked. You’ll need to unlock the relevant phase to access and complete its associated visits.
Sending Tasks to Participants
Some tasks are meant to be completed by the participant. In these cases, press Send Notification.
The participant will be notified via SMS or email, depending on their profile settings, and will complete the task using a similar interface.
DCRs
Data Change Requests (DCRs) are electronic requests to update participant data in Clario’s portal.
Let’s walk through how you can use Clario’s tools to prepare and maintain accurate eSource documentation at your site.
Go to Subjects: From the Study Dashboard, click Subjects.
Select a Participant: Find the participant by their Subject ID (e.g., “100” or “754”) and open their record.
Open the DCR Wizard: Click Queries / DCRs, then select Create DCR.
Set the DCR Context: Choose the part of the data you want to update—this defines the scope of the change.
Describe the Change: Enter a brief description of what needs to be updated.
Submit: Click Submit to complete the DCR.
Reporting
You can view reports based on your role and study access directly from the Study Dashboard. Here’s how to get started:
Open the Reports Widget: By default, the dashboard shows query data. To switch to reports, just click the Reports widget.
View Your Report List: Once you start using reports regularly, they’ll appear in a quick-access list right in the widget.
Browse Full Reports: A larger list of available reports will appear below the widget. Click any report to launch the Reporting Portal, where you can view full details.
