Managing Participant and Caregiver Accounts

Creating a Participant

To create your participant’s account:

1. Press Create Subject.

2. Fill out the form by:

   • Selecting options from the drop-down menus.

   • Typing directly into text fields (e.g., DD-MMM-YYYY).

3. Press Save to create the participant and activate later, or Save and Activate to activate right away.

4. To cancel, press Cancel or click the X in the top right corner to close the form without saving.

Important: The participant creation form will differ between studies.

Activating a Participant’s Account

To activate your participant’s account:

1. Find them in the list, click the three dots (...), and select Activate / Manage Account.

2. Choose the activation method that works best:

3. Add user profiles for team members involved in the clinical trial

   • Mobile (SMS): Select the country code, enter their phone number, and press Send Invitation. They’ll get a text with setup instructions.

   • Email: Enter their email address and press Send Invitation. They’ll receive a link to activate their account.

   • QR Code: Show them the QR code to scan with their phone. This starts the setup right away.

   • Copy & Paste URL: Copy the link into a browser tab and let the participant use the same device to finish setup.

4. Before sending the invitation, make sure to check the box confirming the participant agrees to receive notifications about this trial.

   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.

Resetting a Participant’s Username and Password

To reset a participant’s credentials:

1. Find them in the list, click the three dots (...), and select Activate / Manage Account.

2. Choose what to reset:

   • Username

   • Password

   • Both

3. Press Send Notification.

The participant will get a message based on their account settings and they will follow on-screen instructions to reset their credentials.

Important: Go here to view the participant’s instructions for resetting their credentials.

Updating a Participant’s Notification Preferences

To update a participant’s notification preferences:

1. Find them in the list, click the three dots (...), and select Activate / Manage Account.

2. Update their phone number or email address by entering the new details in the text fields.

3. Press Save.

4. A confirmation message will appear once your changes are saved.

   Important: Notifications can’t be sent if both the phone number and email fields are left blank.

Adding a Caregiver

To add a caregiver:

1. Find the participant in the list, click the three dots (...), and select Manage Caregivers.

2. Enter a Nickname for the caregiver. They’ll create their own username later—these don’t need to match.

3. Select the caregiver type (e.g., parent, family member, nurse).

4. Press Add to List.

The form will expand to show notification preferences, just like when managing participant accounts.

Important: You can add multiple caregivers to one participant. Just repeat the steps. This time, click Add Caregiver in the form to return to the screen where you enter their nickname and relationship.

Changing Data Displays

Filter the table to quickly access participant-specific dashboards.

• Configure Filter: Select the down arrow next to Subject ID and type keywords into the Text Filter box.

• Text and Drop-down Filters: Some filters require text input (e.g., Subject ID), while others (e.g., Country) require selecting a category from a drop-down menu.

• Apply Filters: Press Apply.

• Multiple Filters: Apply multiple filters by repeating the process. Clear filters individually by pressing X or together by pressing Clear all.