TrialKit, from Crucial Data Solutions, is described in its own listings as a mobile-first EDC and eClinical app built around the iPad. If you are moving a study or a whole portfolio off it, this plan covers the export request, form and edit-check mapping, a parallel run at a visit boundary, and the cutover memo.
Free sandbox · No credit card · 21 CFR Part 11 aligned
week
Forms, rules, users, files
Review every field
Edit checks, roles
Compare exports
One date
What to know before you start
Context
According to the developer, TrialKit is an EDC system for building and running studies on a phone or tablet without code. The App Store listing says it runs on iPad and lists edit checks, role-based security, form review levels, risk-based monitoring, data export and ePRO. The developer blog also mentions adjudication, medical coding and activity tests that use Apple sensor frameworks, and an Android app is listed for ePRO. All of this is vendor-supplied description; we have not tested the product and nothing here is a statement about its quality or price. Check your own contract and configuration for what you actually use.
Teams usually leave any EDC for a short list of reasons: cost at renewal, a wish to stop paying for modules separately, a need for stratified or blinded randomisation, a sponsor request for a standard data export such as SDTM, or a move away from a device-dependent workflow towards one that any site laptop can use. Which of those applies to you decides how much of the old build you copy and how much you redesign. If you are still comparing options rather than executing a switch, the TrialKit alternatives page and the Capture vs TrialKit comparison are the evaluation pages; this page assumes the decision is made.
The same pattern applies to a move from any other system. Compare with how to migrate from REDCap, from Castor and from OpenClinica, and read the general rules in how to switch EDC vendors mid-study if the study is already enrolling.
Step one
Ask for each item in writing, with the format and the date it will be delivered. The right-hand column says why the item matters. Whether the vendor can supply each item depends on your agreement; this is a request list, not a statement of what is available.
| Item to request | Why you need it | If it is not available |
|---|---|---|
| Clinical data, all forms, all participants, with visit and form identifiers | The record of the study. Check that repeating rows are included and that visit names are readable. | Escalate immediately; this is the item the contract should guarantee on exit. |
| Audit trail export (who, when, old value, new value, reason) | Evidence of how each value arrived. It stays with the legacy archive. | Ask for the nearest equivalent (change history report) and describe the gap in the migration memo. |
| Query history with open and closed status | Open queries must be resolved or carried across; closed ones are part of the record. | Export a query listing as PDF or spreadsheet and file it. |
| Form definitions: field names, types, choices, units, ranges | The specification for the rebuild. Without it you rebuild from screenshots. | Export blank forms as PDF and use the AI builder to draft from them. |
| Edit checks and calculation rules, in readable form | Every rule needs a decision: replace, redesign or retire. | Reconstruct from the data management plan and the blank forms. |
| User and role list with site assignments | To recreate access with no one over-privileged. | Rebuild from the delegation log. |
| Uploaded files and images | Files are source, not data; archive them with the trial master file. | List what exists and where it is stored. |
| Randomisation and allocation records, if the old system held them | Allocation integrity is the one thing you cannot reconstruct. | Obtain the list from the person who generated it and file it under controlled access. |
| Exit terms: data retention, deletion date, final export fee | Avoid losing access before the archive is verified. | Negotiate before you give notice. |
Do not give notice or switch off the old system until the archive has been checked against the export log.
The path
One line per form, per visit, per edit check, per calculated field, per role and per device. Mark each as carry across, redesign or retire. This inventory is also your validation scope.
Use the table above. Put the delivery dates in your project plan, because the export is the longest lead-time item and the one you cannot move.
Export blank forms and the data export headers, then build a spreadsheet of field name, type, allowed values, unit, who enters it and at which visit. Standardise names now; do not copy accidents into the new build.
Upload the field list, a CSV, XLSX, PDF or DOCX, or the protocol itself. Capture drafts visits, questions, choices and units for human review; nothing is saved until approved, and it works only on draft forms. Compare the draft with the original form field by field.
Range high, range low and custom value checks raise an auto-query when a site enters a value that breaks the rule. Conditional branching handles fields that appear only for certain answers. Built-in calculated fields cover BMI, eGFR, QTc and similar.
Set up researcher, site coordinator and admin roles, and walk coordinators through entry, queries and signatures on a browser. See the section on devices below.
Choose a visit boundary. Enter the same visit for the same participants in both systems, export both, and compare. Log every difference and fix the form or the mapping before cutover.
Set the old study to read-only, take the final export and audit trail, record the date and owner, and file everything with the trial master file. From that date, entry happens only in Capture.
Upload a blank form or your field list to the free sandbox. The AI drafts the questions for review. No credit card, no time limit, pay only once you go live.
Mapping
Vocabulary differs between products, so use this as a prompt for your own inventory rather than a statement of how TrialKit labels anything.
| In an iPad-first EDC | In Capture | Effort |
|---|---|---|
| Subject or patient record | Participant record with a site-level ID such as 001-0042, entered by the site coordinator | Low |
| Visit schedule and visit windows | Visits in a schedule, grouped into epochs, with arm-specific visits and an unscheduled bucket | Low to moderate |
| Forms and sections | eCRF forms attached to visits, approved through a draft to approved lifecycle | Moderate |
| Repeating tables (medications, events) | Table sections with repeating rows, each row with its own audit trail | Moderate |
| Edit checks and range limits | Range high, range low and custom value rules that raise auto-queries | Moderate |
| Calculated fields | Built-in calculated fields where one exists; otherwise derive at analysis | Moderate |
| Review and sign-off levels | Source data verification set per field; electronic signatures with a meaning statement | Moderate |
| Participant questionnaires and reminders | ePRO with email reminders and participant-facing links, in the same system | Moderate |
| Device-based activity tests or sensor capture | Not assumed equivalent. Capture connects wearables by native sign-in (Oura is the named device); ask before relying on anything else. | Open question |
| Adjudication or medical coding inside the EDC | Not claimed on the Capture site. Export verbatim terms and keep coding in the process you already use, or discuss on a demo. | Open question |
| Data export | CSV or Excel with a data dictionary, and SDTM datasets as SAS XPT with Define-XML | Low |
Map from your own configuration. Anything in the last two rows that you use today needs a written decision before you set a cutover date.
Workflow change
A mobile-first system shapes how sites work: coordinators carry a tablet to the bedside, enter data during the visit and sync when convenient. Capture is a web application used from a browser, with a separate site coordinator portal and, for participants, QR-code enrolment that needs no app install and phone-based questionnaires. For most sites that means entering data at a desk or on any device with a browser. The Capture product pages do not describe an offline mode, so if a site relied on entering data without connectivity, confirm what the site connection will be like and decide how data will be captured at the point of care before you move that site.
Run a short pilot with the coordinators who do the most entry. Give them a real visit to enter in the sandbox, time it, and ask what slows them down. The answer shapes your form layout more than any export does: fewer fields per screen, a clear order, and edit checks that fire at entry rather than weeks later. For layout principles see how to design an eCRF, and for what happens after entry, query management software.
Measurements
Systolic blood pressure
SYSBPAuto-query: above the range high of 180 mmHg
Diastolic blood pressure
DIABPHeart rate
HRMean arterial pressure
Calculated from systolic and diastolic
124.7 mmHg CalculatedParallel validation
| Check | Method | Pass criterion |
|---|---|---|
| Participants and visits | Count participants and completed visits in both exports | Equal after documented exclusions |
| Field values | Join both exports on participant ID and visit, compare each field | Every difference explained, fixed or logged |
| Repeating rows | Count medication and event rows per participant | Equal, or each gap explained |
| Calculated values | Compare derived fields with the old system results | Agree within rounding, differences noted |
| Queries raised | Count edit-check queries on the same data in each system | New system flags what the old one flagged |
| Roles and access | List who can see and change what in each system | No user has broader access than intended |
| Export readability | Open the Capture export in your analysis software | Data dictionary matches the variables you analyse |
Keep the comparison files and the sign-off in the migration record.
Cutover
The audit trail in Capture starts at the first entry made there. It is field-level, records user, time, old value, new value and reason for change, and cannot be edited through the interface. History before that date lives in the archive you took from the old system, so write a short migration memo: what was exported and when, who checked it, what the old system recorded about changes and what it did not, how the two data sets are joined at analysis, and where the files are filed. Inspectors tend to accept an honest description of a boundary far more readily than a story that hides one. See what inspectors ask for.
If you load historic records into Capture rather than keeping them separate, state which records were loaded, from which export, and keep the original files; do not describe loaded values as if they had been entered in Capture. Keep the final database state of the old study locked and retrievable for the retention period your sponsor or regulator requires, and record the date on which access to the old system will end.
Go / no-go
Counts of participants, visits and repeating rows match the old system, and the audit trail export is stored.
Every form moved from draft to approved, because only approved forms appear in the casebook.
Each old edit check is replaced, redesigned or retired, with the reason recorded.
Each coordinator has entered a test visit and answered a test query.
No unresolved query is left behind in the old system without an owner.
Differences logged and fixed; sign-off filed.
Core and Full Platform rates on the pricing page, and the volume rate above 100 participants asked for in writing.
Cost
The pricing page lists study setup by the Capture team at $0, and the free sandbox lets you build and test everything before any fee starts. Core is $1,000 per month including one live study, plus $50 per participant per month; the study fee starts when the first participant is screened. Full Platform is $5,000 per month per live study plus $30 per participant per month and adds stratified and blinded randomisation, drug supply, eTMF and CTMS. Rates above 100 participants are lower but not published, so ask for them. All figures are list rates excluding taxes. See Capture pricing, and the per-patient pricing explained page for the arithmetic. Capture is suitable for Phase 1 to 3, so a Phase 3 study can move as readily as a pilot.
There is no one-click import of another vendor's study. You export data and form definitions from the old system, upload a field list or blank forms to the AI builder, review the drafted forms and approve them. Nothing is saved until you do.
The clinical data, the audit trail, query history, form definitions, rules, user list, uploaded files and the exit terms, in writing, with formats and dates. What is available depends on your agreement with the vendor.
The example plan on this page is nine weeks for a three-site study with 85 participants, including a parallel run. A small study with few forms can be faster; many forms and rules or a slow export lengthen it.
No. Many teams wait for a natural boundary such as the end of a visit cycle, an interim data cut or the start of a new study. If you must move mid-study, plan the parallel run and the archive carefully.
The Capture audit trail starts at first entry in Capture. History from before then stays in the archived export, described in a migration memo.
Capture is used through a web browser. Participants can enrol by QR code without installing an app. The product pages do not describe an offline mode, so check connectivity at your sites.
Core is $1,000 per month plus $50 per participant per month, Full Platform is $5,000 per month plus $30, with study setup by the Capture team at $0. Comparing with your current invoice needs your own figures; this page does not state any TrialKit price.
Yes. The free sandbox has every feature, with no credit card and no time limit. You pay only once you go live with real participants.
Keep exploring
TrialKit alternatives
The evaluation view, before you decide.
Capture vs TrialKit
The head-to-head comparison.
How to migrate from REDCap
The same path from REDCap.
How to switch EDC vendors mid-study
Data continuity rules.
Protocol amendments without change orders
Editing a live build yourself.
Pricing
Core, Full Platform and Enterprise.
Upload a blank form to the free sandbox, review the draft and test the edit checks. Every feature, no credit card, and you pay only once you go live.