Patient diaries that run on schedule, every day
Set a diary to run daily, weekly or every few days between two visits, inside a time window you choose. Capture reminds participants, closes out missed entries and shows compliance live.
- Rule-based diary schedules
- Completion windows
- Episode reporting
Free sandbox · No credit card · 21 CFR Part 11 compliant
3
cadences: daily, weekly, every X days
4
window rules for late entries
3
reminders per entry
0
apps to install
Schedule
A diary rule, not a hundred manual tasks
Choose "recurring diary" when you add the questionnaire to the schedule, then set when it starts and stops. Capture creates each entry for each participant automatically.
- Runs between two visits, for example daily from Visit 1 until Visit 15.
- Daily, weekly or every few days.
- A completion window for each entry, such as every evening.
- Kept visibly separate from visit forms in the schedule matrix.
Windows
Entries on time, or clearly marked late
Late diary entries are the classic data quality problem. Pick how strictly each window is enforced, so the data reflects what your protocol requires.
- Hard window: the entry locks when the window closes.
- Soft window: late entries are allowed and flagged.
- Warning only, or auto-close to mark the entry missed.
- Missed entries are closed out with a reason.
Window -3 / +3 days around the anchored target date
Soft window
Stays available with a protocol deviation flag
Hard window
Locks outside the window
Warning only
Stays available with a warning
Auto-close
Marked missed when the window closes
Reminders
Nudges that respect the participant
Each entry gets a reminder when it opens, the day after and before it closes, never during quiet hours in the participant's own time zone, and never after it is done.
- Three-step reminder sequence per entry.
- Quiet hours and a daily cap per participant.
- Escalation to the site coordinator when entries are missed.
When due
18:00
Your evening diary is open
Next day
18:00
Reminder: your diary is still open
Final notice
21:30
Last chance before the window closes
Quiet hours
22:00 to 08:00 in the participant's time zone
Stops
As soon as the task is completed
Try a diary on your own phone
Set up a daily diary in the free sandbox and get the first reminder tonight.
Between entries
Let participants report what happens in between
Symptoms do not wait for the next diary entry. Participants can report an episode from their portal at any time, with photos when that helps.
- Report an episode button with your own prompt, for example "Feeling unwell? Report symptoms now".
- Photo capture from the phone camera.
- Completed by the participant or a caregiver.
Evening diary
Question 3 of 8
How would you rate your fatigue today?
0 = no fatigue, 10 = worst imaginable
Compliance
Know who is falling behind today
Diary compliance is visible per study, country and site, with at-risk participants and overdue tasks flagged, so sites can call before a gap grows.
- Compliance rate at study and site level.
- At-risk participants list.
- Sites can see whether each reminder was delivered.
At-risk participants
What is patient diary software?
It lets trial participants record symptoms, doses or daily measures electronically on a schedule, instead of on paper. Each entry is timestamped and visible to the study team straight away.
How do I schedule a daily diary?
Add the questionnaire to the schedule as a recurring diary, set the start and end visits, choose daily, weekly or every few days, and set the completion window.
What happens if a participant misses an entry?
Depending on the window rule, the entry locks, stays open with a late flag, shows a warning, or is marked missed automatically. Missed entries are closed out with a reason.
Can participants fill in old entries later?
Only if your window rule allows it. With a hard window, entries lock when their window closes, which prevents backfilling.
How many reminders do participants get?
Up to three per entry: when it opens, the next day and before it closes. Reminders stop once the entry is done and respect quiet hours.
Can participants report symptoms between entries?
Yes. A report-an-episode option in the portal lets participants report events at any time, including photos.
Are there ready-made diary templates?
Yes. The template library includes diaries such as sleep, pain, fatigue and GI symptoms, which you can copy and adapt.
Can I try a diary for free?
Yes. Build one in the free sandbox and test it on your own phone. No credit card is needed.
Keep exploring
Related pages
Digital patient diary
Moving from paper diaries to digital.
ePRO software for clinical trials
The full ePRO feature set.
Sleep diary template
A ready-made daily sleep diary.
Pain diary template
Daily pain scores and medication.
Study design tools
Windows, anchors and diary rules.
ePRO without app development
No app to build or install.
Start your diary study today
Free sandbox with nearly every feature. No credit card, no sales call.