> ## 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

> Configure sites and complete setup requirements

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

## Setup Process

<Steps>
  <Step title="Basic Configuration">
    Confirm site information, contacts, and identifiers.
  </Step>

  <Step title="Team Setup">
    Invite site personnel and assign roles.
  </Step>

  <Step title="Service Providers">
    Select service providers if applicable (e.g., central laboratory).
  </Step>

  <Step title="Onboarding Workflows">
    Complete all assigned onboarding tasks.
  </Step>

  <Step title="Activation">
    Site becomes ready for enrollment.
  </Step>
</Steps>

## Manual Site Creation

For sites not using self-registration:

<Steps>
  <Step title="Navigate to Sites">
    Open Study > Sites and click "Add Site".
  </Step>

  <Step title="Enter Information">
    Provide site details:

    * Site name and identifier
    * Location and address
    * Contact information
  </Step>

  <Step title="Select Type">
    Choose regular site or test site.
  </Step>

  <Step title="Create">
    Create the site and proceed with team setup.
  </Step>
</Steps>

## Site Information

### Identity

| Field          | Description                |
| -------------- | -------------------------- |
| **Name**       | Official institution name  |
| **Identifier** | Study-specific site number |
| **Type**       | Research site or test site |

### Location

| Field            | Description     |
| ---------------- | --------------- |
| **Address**      | Street address  |
| **City**         | City name       |
| **Region/State** | Region or state |
| **Country**      | Country         |

### Contacts

Configure multiple contact types:

| Type          | Purpose                        |
| ------------- | ------------------------------ |
| **Official**  | Primary administrative contact |
| **Shipping**  | Address for study materials    |
| **Personnel** | Specific team member contacts  |

## Service Provider Selection

When service providers are enabled for the study:

<Steps>
  <Step title="View Available Providers">
    During setup, view the list of available service providers.
  </Step>

  <Step title="Select Provider">
    Choose the appropriate provider (e.g., central lab).
  </Step>

  <Step title="Confirm Selection">
    Confirm the selection. The provider gains access to the site's data.
  </Step>
</Steps>

<Note>
  Some studies allow sites to change their service provider selection after initial setup. Check your study configuration.
</Note>

## Site Status

After creation, sites progress through statuses:

| Status            | Description                               |
| ----------------- | ----------------------------------------- |
| **Pending**       | Awaiting approval (self-registered sites) |
| **Active**        | Approved, completing setup                |
| **Enrolling**     | Has enrolled at least one participant     |
| **None Enrolled** | Active but no participants enrolled       |
| **Deactivated**   | No longer participating                   |

## 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 Status    | Meaning                                                                                                         |
| -------------------- | --------------------------------------------------------------------------------------------------------------- |
| **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                   |

### Opening and Closing Data Entry

<Steps>
  <Step title="Open Site Settings">
    From the site dashboard, open **Site Settings**.
  </Step>

  <Step title="Toggle Data Entry">
    Use **Open Data Entry** or **Close Data Entry** to switch the status.
  </Step>

  <Step title="Provide a Reason (Optional)">
    The confirmation dialog accepts a short reason, which is written into the audit trail alongside the status change.
  </Step>
</Steps>

<Tip>
  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.
</Tip>

<Note>
  Data entry is locked while the site is **Deactivated**. Reactivate the site first, then open data entry.
</Note>

## 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

## Site Settings

Configure site-specific options:

### Visibility

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

### Notifications

Configure which team members receive notifications for:

* New enrollments
* Query notifications
* Workflow assignments

### Data Access

Control data visibility within the site team based on roles.

## Deactivating a Site

When a site is no longer participating:

<Steps>
  <Step title="Review Status">
    Ensure all participant data is complete or transferred.
  </Step>

  <Step title="Navigate to Settings">
    Open Site Settings > Status.
  </Step>

  <Step title="Deactivate">
    Set status to Deactivated.
  </Step>
</Steps>

<Warning>
  Deactivated sites cannot enroll new participants. Existing participant data remains accessible for review.
</Warning>

## Related

<CardGroup cols={2}>
  <Card title="Site Team" icon="users" href="/sites-partners/site-team">
    Configure site personnel.
  </Card>

  <Card title="Site Pathway" icon="route" href="/sites-partners/site-pathway">
    Complete onboarding workflows.
  </Card>
</CardGroup>