Scheduling
TrialKit’s Scheduling function allows for scheduling any type of event at a given site and optionally relating that calendar event to a subject and protocol visit. It becomes even more powerful when coupled with TrialKit Engage - a virtual visit/video conferencing tool built right in for sites and Participants to interact remotely.
Using the Calendar
Access to the scheduling calendar depends on a couple of things:
It’s been enabled for the study by CDS
Permission has been granted to the user role by a Study Administrator
Within the calendar scheduling function there are a series of other permissions that can be granted to users:
Access the entire study schedule
Create new events
Modify existing events
Delete events
Send meeting invitation to the Participant
The calendar can be accessed via both the web and iOS mobile app on the subject manager screen.
Users must be part of sites to see the events for those corresponding sites
Web:
iOS App:
Once open, swipe left or right to navigate months.
Tap a day to put it into focus and then tap it again to open the day view:
In the day view, tap on any hour block to create an event within that hour, or tap on an existing event to view/update the details for that event. The ability to create, modify or delete events are permissions that must be granted by a Study Administrator.
Virtual Events and Meeting Notifications
Events can be made virtual, which enables the event for a video conferencing session with the related Participant. If an event is virtual, the subject manager screen on the app will display the Video Meeting icon on any subject that has an event scheduled for the current day:
Read more about Virtual Visits
Calendar Report
A report is available to display a table listing of all calendar events and details. The report can be accessed on the iOS app under the Reports menu, based on permission being granted by a Study Administrator.
From there it can also be exported as an Excel file for any further reporting or to import events into an external calendar.
On the web, this report is exportable by a link at the bottom of the calendar.
Importing Calendars
Sometimes it may be necessary to import events from another calendar. For example, a study Administrator may want to create ‘placeholder' events for sites to later go in and assign to a specific site and subject, rather than the sites freely creating events at any time.
The ability to import is based on permission granted by a study Administrator. With that permission, an option will appear on the main calendar screen.
On the app:
This will open an option to select a file for importing.
Imports are accomplished by a standard calendar ICS file format, which most calendar platforms export. This file can then be imported into TrialKit’s calendar. When this is done, the following attributes are imported:
Event name
Description
Date/Time
Duration
A few important notes:
Multi-day events will only import the first day
Recurring events are not supported. Only the first event will be imported.
Site and subject information cannot be imported from an ICS file. Those will need to be manually set within the TrialKit calendar after importing.
File preparation is important!
ICS files exported from external calendars will include everything in history and the future. Most calendars do not allow for exporting a specific time range, which is why it's important after exporting the file to remove any events that are not needed to import into TrialKit.
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