Viedoc, from Viedoc Technologies in Uppsala, Sweden, is an established EDC used in multi-country studies. If you have decided to move, this plan focuses on the issues larger, multi-site studies hit: a standards-based export, events and forms, language and role gates, SDTM re-checks and a cutover at an interim data snapshot.
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What is different about leaving Viedoc
Scope
Listings describe Viedoc as a Swedish EDC vendor founded in 2003 whose suite covers EDC, randomisation, trial supply management, ePRO and eCOA (Viedoc Me), eTMF, tele visits and integration services, and the vendor reports use in thousands of studies. Those are vendor statements, and Viedoc is a respected option. Many studies should simply stay where they are: if you are in the last months of a locked Phase 3, if your sponsor has validated Viedoc for the programme, or if translated forms are central to your design, a mid-study move may cost more than it saves.
This page is for the study that has already decided to move: a new study that will start on Capture while a legacy study runs out on Viedoc, a portfolio consolidating onto one platform, or a study where cost, build speed or module scope drove the decision. If you have not decided, start with Viedoc alternatives and the Capture vs Viedoc comparison; those pages are the evaluation, and this one is the execution plan. Where the project is part of a wider change of vendor in a running trial, read how to switch EDC vendors mid-study alongside it.
Gates first
Resolve these before you draw a project plan. Each one either clears and lets you proceed, or changes the plan.
| Gate | Question to answer | If the answer is a problem |
|---|---|---|
| Languages | Do participants or sites use forms, ePRO or consent in languages other than the one you will build in Capture? | Capture does not claim multilingual support. Do not migrate that study, or migrate only the parts that do not need translation. |
| Regions and hosting | Does the sponsor or ethics approval name a hosting location? | Capture is hosted in the EU (Frankfurt) and the USA (N. Virginia). Confirm the approval and data processing terms permit it. |
| Modules in use | Which of randomisation, supply management, ePRO, eTMF, tele visits and integrations do you use today? | Map each to a Capture module (see the table below). Anything with no equivalent needs a stated workaround or a separate tool. |
| Integrations | Do you receive lab files or device feeds into the EDC? | The Capture site names Oura only as a wearable. Do not assume other feeds; enter or reconcile values another way. |
| Sponsor and CRO consent | Who must approve a change of EDC, and by when? | Many sponsors require a notified change with testing evidence. Start that conversation before the build. |
A "no" on languages or modules is a finding, not a failure. It tells you the study should not move, or should move in part.
Mapping
Based on how EDC suites are commonly organised and on the module list in vendor listings. Replace the left column with the terms in your own study configuration.
| In a suite-style EDC | In Capture | Notes |
|---|---|---|
| Visits or events with event groups | Visits grouped into epochs; arm-specific visits; an unscheduled visit bucket | Check visit windows and any repeating events. |
| Forms and item groups | eCRF forms with sections; table sections for repeating rows | Each row carries its own audit trail. |
| Edit checks and warnings | Range high, range low and custom value rules raising auto-queries, with a priority | Rebuild each; confirm priorities with the data manager. |
| Randomisation module | Simple randomisation in Core; stratified and blinded randomisation in Full Platform | Allocation records must be carried across under controlled access. |
| Trial supply management | Drug supply in Full Platform | Check kit, lot and depot structure separately. |
| ePRO / eCOA | ePRO with participant links, reminders and QR-code enrolment | Languages gate applies. |
| eTMF | eTMF in Full Platform | Document filing structure is rebuilt; see the TMF set-up guide. |
| Roles and site users | Researcher, site coordinator and admin roles, plus blinded roles | Blinded roles never receive arm values. |
| Queries | Auto-queries from edit checks and manual queries answered on the field | Carry open queries across or close them first. |
| Data exports | CSV or Excel with data dictionary; SDTM as SAS XPT with Define-XML | Compare to existing datasets before relying on them. |
Capture module scope is on the pricing page and the product pages. Tele visits are not claimed here.
Upload your blank forms and a field list to the free sandbox and check the draft against your current build. Every feature, no credit card, no time limit.
The plan
The timeline assumes a study with 14 sites in 3 countries and 210 participants, and a sponsor who agrees an interim snapshot as the boundary. Scale to your own design.
Resolve the five gates, secure sponsor and CRO agreement and confirm the contractual notice period with the current vendor. Request the export in writing at the same time, because delivery usually takes longest.
List events, forms, items, edit checks, derivations, roles, sites, languages and integrations. Record which items stay, change or retire. This also defines your validation scope.
Upload the protocol, the form specifications or blank form PDFs. Capture drafts the visit schedule and forms for review and saves nothing without approval. Use eCRF templates (adverse events, concomitant medications, laboratory) where your design is standard.
Finish forms, rules and roles, then run a scripted test in the sandbox covering each edit check, each skip rule and each role. Move forms from draft to approved only when the test passes.
Export sample data as SDTM (SAS XPT with Define-XML) and CSV. Give them to the statistician and programmer, and compare variable names, controlled terms and derivations with the datasets you already produce.
Train site coordinators, monitors and data managers by role. Every coordinator enters a test visit and answers a test query. Confirm the delegation log matches the roles you recreated.
Choose three active sites. Enter one full visit cycle in both systems. Export both and compare, then fix the form or the mapping, and repeat on a second cycle if differences remain.
Resolve or carry open queries, take a snapshot of the old database, lock it read-only, export data, audit trail and query history, and file them with the sign-off.
Pick one date. New entry goes only to Capture. Keep the old system read-only until the archive is verified against the export log.
Reconcile participant counts and key variables across the two sources, write the migration memo and archive the comparison files.
Reconciliation
At the end of cutover, produce one reconciliation table. It shows, per site, how many participants and visits sit in the archive and how many sit in Capture, so nobody is counted twice and nobody is lost. The numbers below are demo data.
Participants in archive
168
Participants new in Capture
42
Open queries carried
11
Unreconciled visits
0
28 of 42
34 of 42
14 of 42
Standards
Studies that report to a regulator or sponsor usually produce SDTM datasets, and most teams have programs that read a specific column layout. When the EDC changes, even a conformant SDTM export can differ in variable order, controlled terminology choices, derived variables and how repeating forms become records. Treat the first Capture export as a draft: give it to the programmer along with the existing datasets, run the validation checks you already use, and write down every difference.
In Capture each eCRF template carries an OID and an SDTM domain (for example DM, VS, EG, LB, MH, AE, CM), and exports come as SAS XPT with Define-XML. See CDISC SDTM export software for what is produced and exporting EDC data to R, SAS and SPSS for the analysis side. A statistician who owns the analysis dataset specification should approve the mapping before cutover, as covered in EDC for biostatisticians and SAS programmers.
If you load legacy records into Capture, keep a map between the old and new variable names for every loaded field, and label loaded records in your documentation as loaded. If you instead keep the legacy data in an archive and join at analysis, put the join keys (study identifier, site, participant number, visit) in the data management plan so the join is reproducible.
People
Recreate each user with the same role and site, and remove anyone no longer delegated.
Define who may see arm values before the first user logs in; blinded roles never receive them.
File training for the new system alongside GCP training for each user.
Keep read-only access until the archive is verified; confirm the deletion date in writing.
Where a change of system must be notified, submit the testing evidence with it.
Update agreements to reflect the new hosting region and processing roles.
Cost
Capture publishes its prices. Core is $1,000 per month including one live study plus $50 per participant per month; 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; Enterprise is custom. Study setup by the Capture team is $0 on the pricing page, the study fee starts when the first participant is screened, and rates above 100 participants are lower but not published. For a 210-participant study, the volume rate is the figure to ask for in writing. See the pricing page and the 100-patient and 500-patient worksheets for the arithmetic. This page does not state any Viedoc price; compare using your own invoice.
Capture is suitable for Phase 1 to 3 and a multi-site pivotal study is a normal use case; see EDC for Phase 3 trials.
That depends on your agreement and on what the vendor supplies. Ask in writing for the data, audit trail, query history, form definitions and any standards-based export, with formats and delivery dates. Do not plan around any item until it has been delivered.
Capture does not claim multilingual support on its site. If your study depends on translated forms, ePRO or consent, resolve that before choosing to migrate.
The example plan is twelve weeks for a three-country, 14-site study with 210 participants, including a parallel run and an interim snapshot cutover. Fewer forms and sites shorten it; the vendor export and sponsor approvals often decide the timing.
Often not. Many teams run existing studies to lock on the current system and start new studies on Capture. If you must move, choose an interim snapshot as the boundary and parallel run first.
Do not assume so. Capture exports SDTM as SAS XPT with Define-XML, and templates carry SDTM domains, but variable layout and derivations can differ. Compare against your existing datasets on sample data.
In the EU (Frankfurt) and the USA (N. Virginia). Choose the region when you set up the study and confirm it against your approvals.
Core is $1,000 per month plus $50 per participant per month, Full Platform $5,000 per month plus $30, with study setup by the Capture team at $0. Rates above 100 participants are lower but not published, so ask in writing.
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
Viedoc alternatives
The evaluation view, before you decide.
Capture vs Viedoc
The head-to-head comparison.
How to migrate from TrialKit
A different source system, a different plan.
CDISC SDTM export software
What the SDTM export produces.
How to switch EDC vendors mid-study
Data continuity rules.
Pricing
Core, Full Platform and Enterprise.
Upload your blank forms to the free sandbox, export a sample as SDTM and compare. Every feature, no credit card, and you pay only once you go live.