Content in this article relates to:
eCOA Solutions
NxT Platform
Swift Product
In this article, you'll learn to:
Create participants and caregivers
Edit their accounts
Recover forgotten usernames and passwords
Plus more!
Creating a Participant Account
Press Create Subject.
Fill out the form by:
Picking options from drop-down menus
Typing into text fields (like dates, DD-MMM-YYYY)
Choosing dates using the calendar icon
Press Save to create the subject and activate later, or Save and Activate to activate right away.
To cancel, press Cancel or click the X in the top right to close the form without saving.
Not viewing the same form?
The participant creation form will differ between studies.
Save Only
After you hit Save, the Clario Portal will confirm if it worked.
Your new participant will show up in the list, sorted by Subject ID in number order. So if you had 100 and 200, and added 150, it'll appear between them.
Save and Activate
After you hit Save and Activate, the Clario Portal will confirm if it worked.
Then, a new form will open where you can enter the participant's contact details and start onboarding. We'll walk through that next.
Activating a Participant's Account
To activate your participant's account:
Find them in the list, click the three dots (...), and select Activate / Manage Account.
Choose the activation method that works best:
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.
Before sending the invitation, make sure to check the box confirming the participant agrees to receive notifications about this trial.
URL Method
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:
Find them in the list, click the three dots (...), and select Activate / Manage Account.
Choose what to reset:
Username
Password
Both
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.
Participant Instructions
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:
Find them in the list, click the three dots (...), and select Activate / Manage Account.
Update their phone number or email address by entering the new details in the text fields.
Press Save.
A confirmation message will appear once your changes are saved.
Input At Least One Contact Method
Notifications can't be sent if both the phone number and email fields are left blank.
Adding a Caregiver Account
To add a caregiver:
Find the participant in the list, click the three dots (...), and select Manage Caregivers.
Enter a Nickname for the caregiver. They'll create their own username later—these don't need to match.
Select the caregiver type (e.g., parent, family member, nurse).
Press Add to List.
The form will expand to show notification preferences, just like when managing participant accounts.
Need to add multiple caregivers?
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.
Activating a Caregiver's Account
To activate a caregiver’s account:
Follow the same steps as for a participant.
If needed, select the caregiver from the list and choose an activation method.
Don’t forget to check the box confirming notification consent.
Resetting a Caregivers Username and Password
To reset a caregiver’s credentials:
Follow the same steps as for a participant.
If there are multiple caregivers, first select the correct one from the list.
Select what to reset, then press Send Notification.
Updating Notification Preferences for a Caregiver
To manage a caregiver’s account:
Follow the same steps as for a participant.
If there are multiple caregivers, first select the correct one from the list.
Update their contact details, then press Save.
Editing a Participant’s Demographic Details
Identify the subject to edit and click the three dots (...), then select Edit.
Make your changes in the editable fields.
Click Save when done.
Choose a reason for the change from the drop-down menu. If you select Other, type the reason.
Click Save again. A notification will confirm your changes were saved. It will disappear automatically or you can close it by pressing X.
Not viewing the same form?
The available fields you can edit may differ between studies.
Navigation Guidance
You’ve got plenty of options on the Subject Dashboard. Let’s take a look at how to adjust the data views so you can see the summaries that matter most.
Changing Data Displays
Filter the table to quickly access subject-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.
Adjusting the Displayed Row
Change Row Display: Click the down arrow next to the number of rows (e.g., "10") to see display options.
Select Rows: Choose the desired number of rows.
Default Display Setting
The table shows ten rows by default.
Sorting Columns
Column Headers: Click on the column header or the up/down arrows to adjust the sort.
Single Column Sort: Sorting can only be applied to one column at a time. Sorting a second column clears the first column sort.
Viewing Other Pages
Your data table may extend onto other pages. Here’s what you need to know to navigate between pages:
Forward and Back Arrows: Use these to navigate through multiple pages of rows.
Inactive Buttons: Arrows are greyed out and unclickable if rows don't exceed your configuration (e.g., "10").
Single Arrow: Moves one page at a time.
Double Arrow: Jumps to the beginning or end page.
Exporting the Subject List
Press Export Subject Data.
The Clario Portal will notify you when the file is downloaded. This message will disappear automatically or you can close it by pressing X.
Default Sort Order
Site numbers display in ascending order by default.
Frequently Asked Questions
What should I do if I get a message saying "The Subject Number you entered does not meet the expected format"?
Check your study resources for the correct format, then re-enter the Subject Number correctly.