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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.

Site setup involves configuring a site’s operational settings and completing all requirements before the site can begin enrolling participants.

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Setup Process

1

Basic Configuration

Confirm site information, contacts, and identifiers.
2

Team Setup

Invite site personnel and assign roles.
3

Service Providers

Select service providers if applicable (e.g., central laboratory).
4

Onboarding Workflows

Complete all assigned onboarding tasks.
5

Activation

Site becomes ready for enrollment.

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Manual Site Creation

For sites not using self-registration:
1

Navigate to Sites

Open Study > Sites and click “Add Site”.
2

Enter Information

Provide site details:
  • Site name and identifier
  • Location and address
  • Contact information
3

Select Type

Choose regular site or test site.
4

Create

Create the site and proceed with team setup.

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Site Information

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Identity

FieldDescription
NameOfficial institution name
IdentifierStudy-specific site number
TypeResearch site or test site

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Location

FieldDescription
AddressStreet address
CityCity name
Region/StateRegion or state
CountryCountry

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Contacts

Configure multiple contact types:
TypePurpose
OfficialPrimary administrative contact
ShippingAddress for study materials
PersonnelSpecific team member contacts

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Service Provider Selection

When service providers are enabled for the study:
1

View Available Providers

During setup, view the list of available service providers.
2

Select Provider

Choose the appropriate provider (e.g., central lab).
3

Confirm Selection

Confirm the selection. The provider gains access to the site’s data.
Some studies allow sites to change their service provider selection after initial setup. Check your study configuration.

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Site Status

After creation, sites progress through statuses:
StatusDescription
PendingAwaiting approval (self-registered sites)
ActiveApproved, completing setup
EnrollingHas enrolled at least one participant
None EnrolledActive but no participants enrolled
DeactivatedNo longer participating

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Site Data Entry Status

Separate from the lifecycle status above, each site carries a Data Entry status that controls whether the site can accept new participants. It surfaces as a coloured tag on site cards and on the Site Settings page.
Data Entry StatusMeaning
Pending (orange)Data entry has not been opened yet — new participants cannot be registered
Open (green)New participants can be registered (including self-registration) and existing data collection proceeds normally
Closed (red)New participants cannot be registered; data collection on existing participants continues

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Opening and Closing Data Entry

1

Open Site Settings

From the site dashboard, open Site Settings.
2

Toggle Data Entry

Use Open Data Entry or Close Data Entry to switch the status.
3

Provide a Reason (Optional)

The confirmation dialog accepts a short reason, which is written into the audit trail alongside the status change.
Closing data entry is the right tool when a site has hit its enrolment target or is pausing intake but still needs to enter data on active participants. Deactivating the site entirely is heavier — it blocks all activity.
Data entry is locked while the site is Deactivated. Reactivate the site first, then open data entry.

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Activating a Site

Sites become active when:
  1. Registration is approved (for self-registered sites)
  2. Basic configuration is complete
  3. Required team members are assigned
Sites can begin enrolling when:
  • All mandatory onboarding tasks are complete
  • Required regulatory approvals are documented
  • At least one authorized team member is assigned

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Site Settings

Configure site-specific options:

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Visibility

Control how the site appears in listings and the public hub.

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Notifications

Configure which team members receive notifications for:
  • New enrollments
  • Query notifications
  • Workflow assignments

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Data Access

Control data visibility within the site team based on roles.

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Deactivating a Site

When a site is no longer participating:
1

Review Status

Ensure all participant data is complete or transferred.
2

Navigate to Settings

Open Site Settings > Status.
3

Deactivate

Set status to Deactivated.
Deactivated sites cannot enroll new participants. Existing participant data remains accessible for review.

Site Team

Configure site personnel.

Site Pathway

Complete onboarding workflows.