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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 Tasks are the built-in way for study teams to drive work at sites — regulatory submissions, equipment certifications, training attestations, anything where the study needs a site to “do this, upload that, and confirm when done”. Each task has its own lifecycle, required documents, comments, and audit trail.

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Concepts

Site Tasks have two levels:
LevelWhat it isWhere it lives
Task DefinitionA reusable template created by the study team (title, description, tags, SLA, required documents)Study Design — “Site Tasks”
Assigned TaskAn instance of a definition assigned to one siteSite — “Site Tasks”
One definition can be assigned to many sites. Each assignment becomes its own task instance with its own status, documents, and comments.

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Lifecycle

Assigned tasks move through five statuses:
StatusMeaning
RequestedTask has been assigned to the site and is waiting for work
In ReviewSite has submitted the task for the study team to review
Changes RequestedStudy team has asked the site to revise and resubmit
CompletedStudy team has accepted the task as done
CancelledTask is no longer required
Requested → In Review → Completed
               ↓
        Changes Requested → In Review → Completed
A task can be cancelled from any non-completed status.

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Creating a Task Definition

1

Open Site Tasks in Study Design

Go to Study Design > Site Tasks.
2

Create Definition

Click Create Task and fill in:
  • Title and Description
  • Tags (optional, for categorisation)
  • SLA in days (used to calculate a due date when the task is assigned)
  • Required Documents (optional — list of document labels the site must upload)
3

Save

Save the definition. It is now available to assign to sites.
Required documents are defined by label (e.g. “Signed 1572”, “IRB approval letter”). The site uploads an actual file against each label and the system tracks which labels still need documents.

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Assigning Tasks to Sites

Study teams can assign multiple task definitions to multiple sites in a single operation:
1

Select Definitions

From the Site Tasks page, select one or more task definitions.
2

Open Assignment Dialog

Click Assign to Sites.
3

Select Sites

Check the sites that should receive the tasks.
4

Confirm

Confirm the assignment. A task instance is created for each (definition, site) pair, and a comments thread is set up per task.

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Working a Task (Site View)

Sites see their assigned tasks on the site overview page:
1

Open the Task

From the site dashboard, click the task to open its detail page.
2

Upload Required Documents

Each required document label shows Uploaded or Pending. Upload a file against each pending label.
3

Discuss in Comments

Use the comments thread to ask questions or share context with the study team.
4

Submit for Review

When everything is ready, click Submit for Review. The task moves to In Review and the study team is notified.

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Reviewing a Task (Study Team View)

1

Find In-Review Tasks

Filter the Site Tasks page by status In Review.
2

Review Documents and Comments

Inspect uploads and the comments thread on the task detail page.
3

Complete or Request Changes

From the task detail page, either accept the submission (moves the task to Completed) or send it back to the site with an explanation (moves it to Changes Requested so the site can revise and resubmit).

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Comments

Every assigned task has its own comments thread, backed by a dedicated task chat room. Both site and study team members of the task are members of the thread, and the thread persists for the life of the task.

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Status History

The task detail page includes a Status History stepper that records every transition — who moved the task, when, and to which status — so the timeline of work is always visible at a glance.

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Exporting as Templates

Site Task definitions can be exported as organisation templates and imported into other studies. Exported definitions carry over their title, description, tags, SLA, and required documents.
1

Export

Open a definition and click Export as Template.
2

Import in Another Study

In the target study’s Site Tasks page, click Import from Template and pick the exported template.

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Exports

Site Tasks are included in the site metadata export (CSV) alongside other site data, so you can analyse task status and document-upload progress across your study’s sites in one file.

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Audit Trail

Every site-task action is recorded in the audit trail:
  • Definition created, updated (title, description, SLA, tags, required documents), deleted
  • Tasks assigned to sites
  • Status transitions (Submit for Review, Request Changes, Resubmit, Complete, Cancel)
  • Documents uploaded or deleted
Events are visible on both the task definition’s and the assigned task’s audit tabs, and are included in the Study and Organisation audit exports.

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Permissions

PermissionAllows
Study Read Site TasksView task definitions
Study Manage Site TasksCreate, edit, delete, and assign definitions; complete / request changes / cancel assigned tasks
Site Read Site TasksView tasks assigned to the site
Site Manage Site TasksUpload documents, submit for review, resubmit
Typical role coverage: Chief Coordinating Investigator, Deputy Coordinating Investigator, Study Administrator, Site Administrator, PI, and site operational roles.

Site Pathway

Structured onboarding workflows for sites.

Site Setup

Configure sites and team.