Clinical trial software for patient recruitment specialists who track every step to enrolment
Recruitment work is won or lost at the hand-offs: from interest to screening, from screening to consent, from consent to the first visit. Capture keeps those steps in one record, by site, so you can see where people are stuck.
- QR enrolment, no app
- Counts by site
- Consent in the same study
Free sandbox · No credit card · 21 CFR Part 11 compliant
Now recruiting
Sleep and Recovery Study
A 12-week study of sleep quality after surgery. Takes 5 minutes a day on your phone.
Check if you can take partScan to join
Print it on posters and clinic flyers
What recruiters get
- Low-friction entry: site-specific or study-specific QR codes open enrolment on a participant's phone, with no app to install.
- Funnel visibility: screening, consent and enrolment status by site from the same records the site works in.
- Clean hand-off: eConsent with email OTP confirmation and countersignature in the same study as visit data.
- Site numbering: participant numbers per site (for example 001-0042) so counts reconcile with site logs.
- Honest scope: Capture is not an advertising, ad-targeting or referral marketing tool. It is where enrolment is captured and tracked.
The role
What the recruitment job looks like from the systems side
A patient recruitment specialist usually works across channels (clinics, registries, community partners, social media, advocacy groups) and across sites. Their reporting question is simple and hard: how many people are at each stage, at which site, and what is holding them back? The answer often sits in spreadsheets maintained by site coordinators, with delays and inconsistent definitions.
Capture does not source patients. What it can do is give the downstream steps one place to live. A participant lands via a QR code or link, completes pre-screening, consents electronically, and is enrolled with a site-specific number. The same record then carries visit data, so a recruiter and a coordinator are looking at one set of counts.
This page is the role view. The product page is patient recruitment software for clinical trials, and planning guidance is in the small-trial recruitment playbook and the recruitment plan template. Here we stay on the daily work of tracking and handing over.
Entry points
QR codes that route people to the right site
Create a QR code for the study or for a specific site and print it on a poster, flyer or clinic letter. Scanning opens enrolment in the phone browser. Site-specific codes mean participants arrive attributed to the site, which helps you read which channel and which location is producing sign-ups.
- Site-specific or study-specific codes.
- No app installation.
- Participant numbering per site.
Now recruiting
Sleep and Recovery Study
A 12-week study of sleep quality after surgery. Takes 5 minutes a day on your phone.
Check if you can take partScan to join
Print it on posters and clinic flyers
Screening
Pre-screening that does not get lost
Pre-screening and eligibility questions can be built as a form so the answers are recorded, not just spoken on a call. That gives you structured answers to count and review, rather than call notes.
- Eligibility questions as structured fields.
- Pre-screening consent template in the library.
- Records stay with the site that owns the participant.
Start screening
Screen new subject
Not screened before
Rescreen subject
Needs a new screening number
ICF date
14-Sep-2026
Year of birth
1971
Sex
Female
Walk the path your participants take
Build a pre-screening form and a QR code in the free sandbox, scan it with your phone and see what the site sees.
Funnel
Where each recruitment step is recorded
| Step | Recorded in Capture | Who sees it |
|---|---|---|
| Interest and landing | Participant opens a site- or study-specific QR code or link and starts enrolment | Study team |
| Pre-screening | Eligibility form answers | Site staff and study team |
| Consent | eConsent: participant signature with email OTP, staff countersignature | Site staff; signed PDF exportable |
| Enrolment | Participant number by site; enrolment status in the overview | Site and study team |
| First visit onward | eCRF and ePRO tasks on the visit schedule | Site staff, study team |
Privacy: researchers see coded IDs; site coordinators see participant names.
Tracking
Spreadsheet funnel versus one study record
Weekly rhythm
A recruiter's weekly check
Sites with sign-ups but few consents
Ask the coordinator what blocks consent: wording, scheduling or eligibility.
Sites with consents but few first visits
Check scheduling capacity and reminder tasks.
Pre-screen failures clustering on one criterion
Take the pattern to the sponsor; a criterion may need clarification.
Enrolment behind plan
Reforecast with the enrollment forecast calculator.
Participants dropping after consent
Fit
What to keep outside the platform
Capture does not buy media, run advertising, manage referral partners or contact lists, or provide patient-matching search. Keep those in your marketing and CRM tools, and use Capture where a person becomes a participant. If you are comparing it with an enrolment-focused platform, clinical trial enrollment platforms and clinical trial patient enrollment software cover the category.
Capture is ISO 27001 certified, 21 CFR Part 11 compliant, GDPR compliant, HIPAA compliant and ICH GCP E6(R3) compliant, with EU and US data hosting. Recruitment materials still need ethics or IRB approval before use.
Does Capture find patients for my trial?
No. It does not run advertising or matching. It captures and tracks the steps from landing to enrolment once people arrive.
Can participants enrol from their phone?
Yes. QR codes and links open enrolment in the phone browser with no app install.
Can I see enrolment by site?
Yes. Participants are numbered per site, and data and exports can be filtered by site.
How does consent work for remote participants?
Participants sign on screen after confirming by email one-time password, then authorised staff countersign. The consent is fully executed only after countersignature.
Is this different from the patient recruitment software page?
The product page covers the software. This page covers the recruiter's day-to-day tracking and hand-offs.
Who can see participant names?
Site coordinators see names; researchers see coded IDs, enforced at the database layer.
Can I try it without a contract?
Yes. The free sandbox has no card and no time limit, and you pay only when you go live.
See every step to enrolment in one place
Build enrolment in Capture, free. No credit card.