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The Participant Portal enables potential participants to express interest and register for your study through a self-service interface.

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What is the Participant Portal?

A registration system that allows:
  • Self-registration by potential participants
  • Basic information collection
  • Screening question responses
  • Interest capture for site follow-up

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Enabling the Participant Portal

1

Navigate to Settings

Go to Study Settings > Public Features.
2

Enable Portal

Toggle “Participant Registration Portal” to enabled.
3

Configure Form

Set up what information to collect.
4

Publish

Make the portal live.

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Registration Flow

From the participant’s perspective:
1

Access Portal

Participant finds portal through Public Hub or direct link.
2

View Information

Participant reviews study information.
3

Complete Form

Participant provides contact and screening information.
4

Submit

Registration is submitted.
5

Confirmation

Participant receives confirmation.

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Collected Information

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Standard Fields

FieldPurpose
NameIdentification
EmailContact method
PhoneContact method
LocationSite matching

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Screening Questions

Add custom questions:
  • Basic eligibility questions
  • Interest confirmations
  • Preference information
Screening questions should be simple. Detailed eligibility is confirmed by site staff.

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Configuring the Form

1

Open Configuration

Navigate to Participant Portal settings.
2

Set Required Fields

Choose which fields are mandatory.
3

Add Questions

Include any screening questions.
4

Set Confirmation

Configure the confirmation message.

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Registration Management

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Viewing Registrations

Study team and sites can view registrations:
ViewAccess
All RegistrationsStudy team
Site RegistrationsMatched site

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Registration Status

StatusMeaning
NewNot yet reviewed
ContactedSite has reached out
ConvertedBecame enrolled participant
Not QualifiedDid not meet criteria
Not InterestedDeclined to proceed

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Processing Registrations

1

Review Registration

Examine the submitted information.
2

Match to Site

Identify appropriate site based on location.
3

Contact

Site contacts the registrant.
4

Update Status

Record the outcome.

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Site Matching

Match registrants to sites by:
MethodHow It Works
LocationGeographic proximity
ManualStudy team assigns
PreferenceRegistrant selects

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Notifications

Configure notifications for:
EventRecipients
New RegistrationSite team, study team
ConfirmationRegistrant

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Privacy Considerations

Registration data handling:
AspectApproach
StorageSecure, compliant storage
AccessRestricted to authorized users
RetentionPer data governance policies
Registration data is personal information. Handle according to privacy regulations and your policies.

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Best Practices

Keep the registration form short and simple.
Explain what happens after registration.
Contact registrants quickly to maintain interest.
Monitor how many registrations convert to enrollments.

Public Hub

Public study information.

Enrollment

Converting registrations to participants.