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Site registration enables research sites to join your study through a self-service process. Sites complete capability and feasibility assessments before being approved by the study team.

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Registration Overview

The self-registration process:
  1. Access: Site enters the study registration PIN
  2. Information: Site provides basic information and contacts
  3. Assessment: Site completes capability/feasibility surveys
  4. Review: Study team evaluates the submission
  5. Decision: Site is approved or rejected

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Enabling Self-Registration

1

Navigate to Settings

Go to Study Settings > Sites > Self-Registration.
2

Enable Registration

Toggle self-registration to enabled.
3

Set PIN

Create or generate a registration PIN code.
4

Configure Workflows

Assign pre-registration and onboarding workflows.

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Registration PIN

The PIN controls access to registration:
  • Share with sites you want to invite
  • Include in recruitment materials
  • Can be changed if needed to control access
Keep the PIN confidential to prevent unwanted registrations. Change the PIN if it becomes widely distributed.

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Pre-Registration Workflow

Assigned before formal registration approval:
  • Initial capability assessment
  • Basic feasibility questions
  • Preliminary contact information
Sites must complete pre-registration before their submission is reviewed.

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Registration Information

Sites provide during registration:
FieldDescription
Site NameOfficial institution name
Site IdentifierInternal site code (if applicable)
LocationAddress and geographic information
Official ContactPrimary administrative contact
Shipping ContactAddress for study materials
Principal InvestigatorProposed PI for the site

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Reviewing Registrations

Study team reviews pending registrations:
1

View Pending Sites

Navigate to Sites and filter by “Pending” status.
2

Review Submission

Click a site to review their registration information and survey responses.
3

Evaluate Capability

Assess whether the site meets your selection criteria.
4

Make Decision

Approve or reject the registration.

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Approval

When you approve a site:
  • Status changes from Pending to Active
  • Onboarding workflow is assigned (if configured)
  • Site team receives notification
  • Site can proceed with setup

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Rejection

When you reject a site:
  • Status changes to Rejected
  • Site receives notification
  • Rejection reason is recorded
Consider providing feedback to rejected sites to help them understand the decision.

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Onboarding Workflow

Assigned after registration approval:
  • Contract and regulatory documentation
  • Training requirements
  • System access setup
  • Initial site activation tasks
See Site Pathway for onboarding workflow details.

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Registration Status Tracking

StatusMeaning
PendingRegistration submitted, awaiting review
ActiveApproved, completing onboarding
RejectedNot approved to participate

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Test Sites

Create test sites for:
  • Training purposes
  • System validation
  • Configuration testing
Test sites are marked distinctly and excluded from production data.
When creating a site manually, select “Test Site” option. Test sites function like regular sites but are flagged in exports and reports.

Site Setup

Complete site configuration.

Site Team

Configure site personnel.