Recruiter Site and Study Assignments Process

Purpose: This document is intended to provide an overview of how administrators assign recruiters to sites and study-site combinations from the Recruiters page in the PRM, including how those assignments affect recruiter filtering and visibility throughout the product.

Process

The Recruiters page is used to control which recruiters are linked to each site and which recruiters are responsible for specific study-site combinations. These assignments determine operational ownership and help control which patients, studies, and conversations a recruiter sees in My Inbox and other recruiter-scoped PRM views.

Overview

The Recruiters page is completed in two steps:

1. Assign users to sites.

2. Assign users to study-site pairs.

Both steps should be reviewed together. A recruiter must be assigned to a site before they can be assigned to studies at that site.

Step 1: Assign Users to Sites

Purpose of Site Assignment

- Site assignment determines which sites a recruiter is linked to.

- Only users assigned to a site will be available in that site’s column in the study-site assignment matrix.

- Site assignment also limits which site-related work can be routed to that recruiter elsewhere in the PRM.

How to Assign Sites

1. Open Admin and navigate to Recruiters.

2. In Step 1, find the recruiter.

3. Use the Sites selector for that recruiter.

4. Add or remove sites as needed.

Recruiter Information Shown

- Recruiter name

- Current activity or last active time

- Assigned sites

When to Update Site Assignments

- When a recruiter starts covering a new site.

- When a recruiter should no longer work a site.

- When site staffing changes due to schedule, coverage, or organizational updates.

Step 2: Assign Users to Study-Site Pairs

Purpose of Study-Site Assignment

- Study-site assignment determines which recruiters handle a specific study at a specific site.

- This controls who sees related conversations in My Inbox.

- This also helps control which patient and study records appear to that recruiter in recruiter-scoped views across the PRM.

How to Assign Study-Site Coverage

1. Stay on the Recruiters page.

2. Move to Step 2.

3. Find the study row.

4. Find the correct site column.

5. Use the assignment selector in that study-site cell.

6. Add or remove the recruiters who should handle that combination.

Important Assignment Rule

- If a recruiter does not appear in a study-site assignment selector, confirm they were assigned to that site in Step 1 first.

Assign User to All Studies at a Site

- Use Assign user to all at the top of a site column when one recruiter should be assigned across all studies available at that site.

- Review the site column before using this option so the assignment is appropriate for every listed study.

Blank Cells in the Matrix

- A blank or unavailable study-site cell indicates that the study is not assigned to that site.

- Site-study setup must exist before recruiter assignments can be made in that cell.

Operational Impact

My Inbox

- Study-site assignments control which recruiters see related conversations in My Inbox.

- If a recruiter is not assigned to the correct study-site combination, the related patient conversation may not appear in their My Inbox as expected.

Other PRM Views

- Site and study-site assignments act as visibility filters in other recruiter workflows, helping determine which patients and studies a recruiter sees when the PRM is showing recruiter-scoped work.

- These assignments help ensure recruiters are looking at the patients and studies they are actually responsible for, rather than all patients and all studies across the organization.

- If visibility looks incorrect in recruiter-facing workflows, review site assignment first and study-site assignment second.

Coverage

- Use site assignments to control eligibility for assignment.

- Use study-site assignments to define the actual operational owner for each study at each site.

Best Practices

- Complete Step 1 before Step 2.

- Review site assignments whenever a recruiter’s coverage changes.

- Review study-site assignments whenever a study launches, pauses, completes, or changes site coverage.

- Use Assign user to all only when the recruiter should truly cover every study at that site.

- Confirm Recruiters, Sites, and Studies are set up correctly before troubleshooting Inbox visibility.

- When a recruiter reports missing patients, missing studies, or missing Inbox conversations, verify their site and study-site assignments before investigating other causes.