Site and Study Setup Process
Last updated: June 30, 2026
Purpose: This document is intended to provide an overview of how administrators set up and maintain studies and sites in the PRM so recruiters can route leads, assign patients correctly, and work from accurate study and site information.
Process
Site and study setup should be completed before large-scale recruiter activity begins. Administrators should confirm that both the study record and the site record are accurate, then connect studies to the correct sites.
Study Setup
Creating a Study
1. Open Admin and navigate to Studies.
2. Select New Study.
3. Complete the study information and save the record.
Study Information
Basic Information
- Study name
- Friendly name
- Status
- Overview
- Therapeutic area
External Metadata
- Protocol number
- Sponsor name
- Indication type
- Trial ID
Enrollment and Study Details
- Number of visits
- Study length
- Enrollment target
- Compensation
- Revenue per enrollment
Screening Information
- Call outcome
- FAQs
- Eligibility criteria
Pre-screening Questionnaire
- Add questionnaire fields manually or use the auto-generate option from the eligibility criteria or source text.
- Review generated questions before saving.
- Update eligibility rules so the questionnaire reflects the actual study criteria.
- Use the questionnaire preview to confirm how the form will appear.
Study Maintenance
- Use the Studies page to review study status and source type.
- Update status when a study moves between Startup, Active, Paused, Inactive, or Completed.
- Use bulk status changes only after confirming the selected studies are correct.
Site Setup
Creating and Editing a Site
1. Open Admin and navigate to Sites.
2. Select New Site or open an existing site.
3. Complete the site information and save changes.
Site Information
Basic Information
- Site name
- Site status
Location
- Address
- City
- State
- Postal code
- Country
- Latitude and longitude if needed
Operational Settings
- Voice name
- Timezone
- Phone numbers
- Business hours
CTMS Integration
- Realtime site ID
- CRIO site ID
- Clinical Conductor site ID
- Patient URL
Notes
- Add site notes when administrators or recruiters need extra operational context.
Study Assignments for a Site
- Open the Site detail page and navigate to Study Assignments.
- Assign the correct studies to the site so incoming leads and recruiter workflows route correctly.
- Review site-study assignments after any major study status or site configuration change.
When to Update Site or Study Setup
- When a new study launches.
- When a study pauses, completes, or changes operationally.
- When a site opens, closes, or changes hours, phone numbers, or CTMS identifiers.
- When eligibility criteria or the pre-screening questionnaire changes.
Best Practices
- Set up studies before connecting lead sources, cadences, or webforms that depend on them.
- Keep study status current so recruiters are not assigning patients to outdated studies.
- Keep site timezone, phone numbers, and business hours accurate so scheduling and outreach work correctly.
- Review questionnaire and eligibility configuration after any protocol or study update.
- Confirm site-study assignments whenever new studies are added or site availability changes.