Content in this article relates to:
eCOA Solutions
NxT Platform
Swift Product
In this article, you'll learn to:
Manage a participant’s details
Update their state
Review visit activities
And access submitted data.
Participant Information at a Glance
The participant page displays key study and compliance details, including:
Participant State
Date or Year of Birth
7 Day Compliance
Overall Compliance
Additional demographic information may also be available.
To view more details, press View more.
Summary Data
The information shown in this section can vary by study.
Changing a Participant’s State
A participant’s current state appears next to their Participant ID (e.g., Subject 000014). When you expand the state menu, the available options are grouped into upcoming states followed by previous states.
To change a participant’s state:
Press the current state label (e.g., Enrolled).
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.
Available States
The list of participant states is defined by your study’s specific configurations.
If you have questions about which states are available or appropriate for use, please consult your sponsor or CRO management team.
Common Participant States
Some study teams may refer to participant states as “visit phases.”
This term means the same thing as participant states, and both describe the participant’s position within the study workflow.
Created or New
The participant has been added to the system but has not started the study yet.
Discontinued
The participant stopped taking part in the study and is no longer active (e.g., they chose to leave or were unable to continue).
Enrolled
The participant has officially joined the study and can begin study-related activities.
Excluded
The participant cannot continue because they did not meet the study requirements (e.g., a failed screening).
Finished
The participant has completed all required study activities.
Randomized
The participant has been assigned to a study arm or treatment group.
Withdrawn
The participant was removed from the study (often due to early termination or administrative reasons).
Learning Your Way Around the Visits Table
The Visits Table is divided into three main areas:
An activity list
Visit phases
Your study‑specific calendar of events
Visit Phases
Visit phases help organize individual visits. Some phases contain a single visit; others may include several. Each visit phase is locked until you unlock it.
To unlock a visit phase:
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.
Visit Data Listing
The Data column displays the activities you or the participant need to complete for the currently available visit.
This is your list of required tasks (sometimes referred to as forms).
After you start a visit (press Start Workflow), the Data column updates to reflect the status of each activity (e.g., Complete, Not Complete, Skipped).
Visit Card Details
Each visit card includes the key information you need for that visit, such as all required clinical activities (e.g., CLINRO-CTCAE) and the visit’s availability status.
Available visits: The Start Workflow button is shown.
Unavailable visits: A message appears: Visit Not Yet Available.
The ellipsis (three dots) menu on the right side of each card provides options to skip a visit, add data manually, and view additional workflow details.
Your Key Takeaways
Unlock a Visit
Press the lock icon and confirm the state change.
Visit Planning
Quickly review the required visit activities shown in the Data column.
Visit Actions
Press Start Workflow to begin the visit, or use the three dots to view additional options.
Visit Procedures
Fulfilling visit requirements in Clario follows a simple workflow. First, you start a visit (press Start Workflow) and then you complete the visit (press Submit).
Starting a Visit
When a phase is unlocked, visits become available according to your study schedule.
If a visit is available, you can start it. This opens the visit workflow, where you’ll find all clinical forms required for that visit.
Completing a Visit
To complete a visit, fill out and submit all required clinical forms.
Once submitted, the visit is marked as complete in Clario.
Continuing a Visit
If you started a visit but did not finish it, you can return and continue.
This option remains available unless the visit was cancelled.
Cancelling a Visit
You can cancel a visit at any time before submitting clinical forms.
Cancelling resets the visit, allowing you to start again later.
Use this option if a visit was opened by mistake.
Skipping a Visit
Skipping a visit marks it as complete without recording any data.
This action is final and cannot be undone without assistance from Clario’s data management team.
Use this option with caution.
Introduction to View Data
The View Data tab provides a detailed view of all data entered for a single participant, including both site‑entered data and participant‑entered data.
This tab offers several ways to review and navigate the submitted information.
You can use this page to:
View all submitted data for the participant, starting with the most recently received form
Filter and search to locate specific forms quickly
Perform approved self‑service data edits
Self-Service Data Edits
Your ability to edit data directly depends on your study’s configuration.
For guidance on which edits are permitted, contact your sponsor or CRO management team.
Introduction to DCRs and Queries
You can quickly access DCR and Query views from the participant page by pressing Queries / DCRs.
This menu allows you to:
View Queries or DCRs related to the participant whose data page you are viewing.
Create a new DCR for the participant you are currently managing in the portal.
You can complete both actions without leaving the participant’s details page.
Frequently Asked Questions
How do I navigate to the page where I can manage my participant’s data?
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.
Find and click on the participant whose data you wish to view.