Why a form is locked or read-only
A form cannot be edited when its data is locked or frozen, the form is not approved yet, the visit was recorded as not done, the participant screen-failed, the study or site is closed, or your role is read-only. The banner on the form says which.
Reasons and what to do
| You see | Why | What to do |
|---|---|---|
| Padlock, "Form locked. Data can change only after a signed unlock." | The data manager locked the data. | Ask the data manager to unlock it, with a reason (freeze and lock). |
| Blue snowflake on a field | The field is frozen. | You can still answer queries. Ask the data manager to unfreeze it if it must change. |
| "Form not approved" | The form version has not been approved. | Ask the Study Owner to approve the form. |
| "Visit not done" | The Subject Visit form says the visit did not happen. | Change that answer to Yes, with a reason (record a visit date). |
| "Not applicable - subject screen failed" | Only the screening visit stays open after a screen failure. | Nothing to do; existing data is view-only. |
| "Complete the Subject Visit form for..." | The study blocks a visit until the previous one is recorded. | Submit the previous visit's Subject Visit form. |
| "View only - CRF data entry is restricted to site investigators..." | Your role does not enter clinical data. | Sponsor-side roles review data; site staff enter it. |
| "The study is closed" or "The site is closed" | The study or site is closed. | Data stays available for review and export. |
Participant questionnaires (ePRO) are completed by participants and are always view-only for staff. Investigators can mark them as reviewed.
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Still need help?
Email support@capture.study or use the contact form. Tell us the study name, what you were trying to do and the exact message on screen; a screenshot helps.
Please never send participant names, contact details or health information to support.