> ## Documentation Index
> Fetch the complete documentation index at: https://docs.carelane.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Participant Records

> Manage participant data, CRFs, and documentation

Participant records contain all data collected for a participant, including questionnaire responses, status history, and documentation.

## Record Structure

Each participant record includes:

| Component                   | Description                                   |
| --------------------------- | --------------------------------------------- |
| **Demographics**            | Basic participant information and identifiers |
| **Status History**          | Timeline of status changes                    |
| **Questionnaire Responses** | CRF data organized by pathway                 |
| **Documents**               | Uploaded files and attachments                |
| **Queries**                 | Data quality queries and resolutions          |
| **Audit Trail**             | Complete history of all changes               |

## Viewing Records

### Participant Summary

The summary view shows:

* Current status and pathway progress
* Outstanding items (incomplete forms, pending queries)
* Recent activity

### Questionnaire Responses

View completed and in-progress questionnaires:

* Grouped by visit or time point
* Status indicators (in progress, completed, verified)
* Data entry timestamps

## Record Status

Questionnaire responses have their own status:

| Status                    | Code                  | Description                         |
| ------------------------- | --------------------- | ----------------------------------- |
| **In Progress**           | `in-progress`         | Data entry not complete             |
| **Completed (Site)**      | `completed-site`      | Site has submitted the record       |
| **Queries in Progress**   | `needs-correction`    | Has open queries requiring response |
| **Verified (Study Team)** | `verified-study-team` | Data reviewed and verified          |
| **Signed (Site)**         | `signed-site`         | Signed by authorized signer         |

## Data Entry

### Entering Data

<Steps>
  <Step title="Open Questionnaire">
    Navigate to the participant and select a questionnaire.
  </Step>

  <Step title="Enter Data">
    Complete the fields according to the form design.
  </Step>

  <Step title="Save Progress">
    Save in progress at any time. Data is preserved.
  </Step>

  <Step title="Complete">
    Mark as complete when all required fields are filled.
  </Step>
</Steps>

### Editing Data

After submission:

* Site team can edit if no queries are open
* Edits are tracked in the audit trail
* Reason for change may be required

<Note>
  All data changes are recorded with timestamps and user identification for audit purposes.
</Note>

## Record Workflow

The typical record workflow:

```
In Progress → Completed (Site) → Verified (Study Team) → Signed (Site)
```

### Alternative Flows

| Scenario              | Flow                                                           |
| --------------------- | -------------------------------------------------------------- |
| **Query Raised**      | Completed → Queries in Progress → Completed (after resolution) |
| **Correction Needed** | Verified → Queries in Progress → Verified (after correction)   |

## Viewing Record Details

### Field-Level Information

For each field, view:

* Current value
* Entry timestamp
* Who entered the data
* Change history (if modified)

### Audit Trail

The record audit trail shows:

* All data entry events
* Value changes
* Status transitions
* User actions

<Accordion title="Accessing Audit Trail">
  Navigate to the participant record and click "Audit Trail" to view the complete history of changes for that participant.
</Accordion>

## Data Validation

Records may include validation:

* Required field checks
* Range validation (min/max values)
* Conditional logic (fields appearing based on other answers)
* Calculated fields (auto-computed from other values)

## Missing Data

Track missing mandatory fields:

* Records with missing required fields are flagged
* Cannot be marked complete until all required fields are filled
* Study team can view missing data reports

## Attachments and Documents

Upload supporting documents:

* Source documents
* Consent forms
* Images or scans

<Steps>
  <Step title="Open Document Section">
    Navigate to participant > Documents.
  </Step>

  <Step title="Upload">
    Click upload and select the file.
  </Step>

  <Step title="Add Metadata">
    Provide document title and type.
  </Step>
</Steps>

## Best Practices

<AccordionGroup>
  <Accordion title="Complete Entries Promptly">
    Enter data close to the time of collection for accuracy.
  </Accordion>

  <Accordion title="Use Save Frequently">
    Save progress regularly to avoid data loss.
  </Accordion>

  <Accordion title="Review Before Completing">
    Double-check entries before marking complete.
  </Accordion>

  <Accordion title="Document Corrections">
    Always provide clear reasons for any data corrections.
  </Accordion>
</AccordionGroup>

## Related

<CardGroup cols={2}>
  <Card title="Data Entry" icon="keyboard" href="/data-collection/data-entry">
    Detailed data entry procedures.
  </Card>

  <Card title="Data Quality" icon="magnifying-glass" href="/data-quality">
    Query management and verification.
  </Card>
</CardGroup>