Add a participant (start screening)
In the Casebook, click Add Subject, choose the site and Screen New Subject, enter the consent (ICF) date, year of birth and sex, review and click Confirm & Assign Screening Number. The participant starts in Screening.
Where to find it
Casebook > Add Subject
Before you start
- You are site staff with data-entry rights: Principal Investigator, Sub-Investigator or Study Coordinator. Sponsor-side roles, including the Study Owner, are read-only for clinical data.
- The study is live and your site is activated (go live).
Screen a new participant
Open the Casebook and click Add Subject.
If the study requires it, first confirm that a signed consent form is on file and click Confirm & Create Participant.
In Start Screening, choose the Site and Screen New Subject, then click Continue.
Enter the ICF Date (the date consent was signed; not in the future), Year of Birth and Sex, then click Continue.
Check the summary and click Confirm & Assign Screening Number.
The number is assigned permanently; your site cannot undo it.
Copy or print the screening number and click Done.
The participant appears in the Casebook as Screening and their visit schedule is created.
Numbers are sequential in the study's format, for example 001, or with the site number in front if the study counts per site. Next: complete the screening forms, then enroll the participant or record a screen failure.
Studies without a screening step
Some studies open a simpler Add Subject dialog: choose the site and, if the study collects them, the participant's email and phone, then click Add Subject. The participant's name is only captured when they sign eConsent. If you enter an email, Send portal access email now invites them to the portal (invite participants).
If you cannot add a participant
| Message | What to do |
|---|---|
| "The study is not launched yet..." | A study manager must launch the study first. |
| "No site is available for you in this study..." | Ask your study manager to assign you to a site. |
| "The selected site is not activated..." | The site's activation checklist must be completed (activate sites). |
| "Sponsors cannot enroll subjects..." | Only site staff add participants. |
| No Add Subject button | The study may let participants enroll themselves only, or your role lacks the Enroll Participants permission. Ask your study manager to check with View Permissions. |
Questions
Do I enter the participant's name?
No. Capture identifies participants by their number. A name is only recorded when they sign eConsent, and only roles allowed to see personal details can view it.
The participant was screened before. What do I do?
Use Rescreen Subject instead of Screen New Subject (rescreen a participant).
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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.