Subject Casebooks

Accessing Participants Records and Navigating Casebooks

The Subject Manager is the most common location for data entry within TrialKit. It is where study participants are registered within a study and where existing subject casebooks can be accessed for data entry and review. Use the links below to jump to each section.

Subject Manager

Subject Casebook Navigation

Visit Summary Report

Data Entry

Prerequisite: User has access to Subject Record Management permissions and access to view and edit forms.

Subject Manager

Locate the Subject Manager under the Subject menu in the menu bar.  

Web Browser:

Once you selected the Subject Manager, a table will be shown with a list of information on subjects entered into the system. From this table subjects can be accessed and new subjects can be registered at the current selected site. If only one site is available, there will not be an option to select a site at the top of the table. Read more here about registering new subjects.


Mobile App:

From the main home screen tap the Access My Subjects button at the top, or the Subject tab in the navigation bar at the bottom.


From here select a site (if applicable), and tap on any subject to open the casebook. 

The status icon to the left of each subject indicates the status of the Registration form for the the study. Tapping that will open the registration form itself. Tapping anywhere else on the row will open the entire casebook.


Tapping and holding for 1 second on any subject will open a popup of all the records saved. This works as a great shortcut to jump to a specific record under each subject. 

Also take note, of the total CRF count on the right side of each card. This can be helpful in getting a quick view of progress.


Subject Casebook Navigation

Once a subject has been opened, there are are three types of forms that can be accessed depending on the requirements of the study:

  • Scheduled forms - Scheduled visits based on protocol-defined data windows
  • Unscheduled forms - Visits that can be entered at any time where a pre-defined set of forms can be added within each visit
  • Log forms - Individual forms that can be entered at any time in repetition

Other things to know: (tap on each to learn more)

Scheduled Visits

When a subject is opened, the default view will be the scheduled visits. Reference the image below for the meaning of the various areas on the screen.

1. Tap the Scheduled Events tab at the top of the screen if it's not already selected.

2. Reference the expected visit window for the visit. This shows the low and high range acceptable (visit window). Sometimes this can be blank or "TBD" based on study design. 

3. Tap on any icon to open the corresponding form within that visit.

  • The icons displayed indicate the status of each record. Use the icon legend on the screen to help. 
  • As date windows lapse, the required forms in that visit will be counted as Missing.
  • To quickly see what is missing or upcoming for all subjects at a given site, use the 
    Visit Summary Report described further down in this article.

Changing View Preference

Some visit schedules are bigger than others. The table shown above is scrollable, but can also be switched to a 'Dropdown' view of one visit at a time for a more focused perspective. Do this by selecting "Switch to Drop Down View" as shown below.

Some studies may be configured to default to the dropdown view for all users.

Web Browser:

Using the Drop Dow View can be helpful on studies where a high volume of forms are collected on each subject. It allows records to load faster by only viewing one visit at a time. 

Mobile App:

An added function in the mobile app is the ability to quickly jump to another site or subject at the top without returning to the subject manager list.

Unscheduled Visits

1. Tap the Unscheduled Visits tab at the top of the screen.

Web Browser:

2. Add a new event by entering and saving a new date.

3. Select a form from the dropdown list and select Add New Form to open and fill it out.  Once the form is saved it will display on the right side of that visit.

Mobile App:

Depending on the screen width, the top section can be scrolled to access the additional functions.

Log Forms

Web Browser:

1. Tap the Log Forms option at the top.

2. Add a new form by using the button under the desired table where a new record is needed.

3. Tap any existing status icon in the table(s) to open the corresponding existing record.

Mobile App:

When saving log forms on the web, there are two options for saving:

  • Normal Save will return the user back to the subject’s casebook to select another form - assuming no errors occurred when saving.
  • “Save and New” will save the records and immediately open a new record - assuming no errors occurred when saving. 


Longitudinal List of Records

This is merely a list of all the records saved under the current subject to-date, in date order. It's an alternative way to see all records in one view.

This is also a handy place to export PDFs of individual records or delete forms - based on permissions granted.

Web Browser:

Current Subject Information

When a subject's casebook is open, the current subject ID and other summary information can be seen at the right side of the screen (web browser).

With a specific form open, additional details will display such as the current visit. This serves as easy reference during data entry or review to verify you are in the correct subject's records.

Web Browser:

The "Starting" date listed in the info panel can have various meaning. This is defined by the Study Administrator. The Registration date is the date from the Registration form (the form that was filled out to create the subject). The Starting date is the date from some other defined form that dictates when the subject actually started or enrolled.


Mobile App:

Opening the subject information window will display:

  • The subject’s pin - This is for ePRO studies only and is permission-dependent

  • The visit that the current record is part of

  • Site name

  • Starting date (this is the date from the registration form)

  • Study version

  • Visit Schedule cohort (if applicable)

Navigating Between Records and Accessing Forms

When a form is open either for data entry or review, there are a couple of options to jump to other forms within the current subject. 

1. Return back to the visit schedule with the quick-link at the right side of the screen (web browser only). If the form was opened from some other location like the Action Items or Queries Report, this link will return you to that location without the need to manually navigate back to where you were.


2. The arrows at the top of the form, regarded as the "Record Index" can be used to scroll through the list of existing records in date order. This is an alternative to navigating back to the visit grid/casebook to select the next desired form.

3. The Index list popup will open a list of all forms to quickly select one by tapping on an icon. The current form is highlighted.

On the web browser, from the resulting window, you can see the list of forms (log forms included) based on the following prioritized factors:

  1. Visit Interval

  2. Form Sequence - Setup by the study designer

  3. Date - as applicable to log forms, which can be found at the bottom of the list below the scheduled visits

On the mobile app, this list will only display the existing longitudinal list of records .

4. To return all the way back to the list of subjects, use the main menu.

Visit Summary Report

The Visit Summary Report provides a single view of subjects visit statuses within a given site. The items included on the Visit Summary Report are listed below.

  • Missing visits
  • Visits in window where data entry has started but is not complete
  • Visits in window where all required forms have been completed
  • Visits in window where no required forms have yet been entered
  • Visits upcoming within the next 30 days

Access to this report is based on permission to view the subject records page, and limits users to see only data for the sites in which they are a member. It is accessible from the subject manager screen.

Web Browser:


Once open, a series of counts display the number of visits in the categories described above.

Tapping on any of the numbers will expand the corresponding list below, where the subject schedule can be opened.


Data Entry

Data entry involves filling out a form either entirely or partially and tapping the Save button. 

During form completion, some fields may be inactive or hidden due to conditions designed by the study Administrator. If questions arise about data entry rules or form behavior, please contact a CRA or Study Manager.

TrialKit Support Team is unable to help with questions related to data entry rules. 


Saving Data

NOTE: Data is not auto-saved. The save button must be used when adding or updating data on a form.

Web Browser:

The save button is located at both the top and the bottom of the form. Either can be used.

'Save Final' merely means that the date will be saved and edit checks will be run for any errors. You can always return later to correct the resulting errors or resave with changes.

Mobile App:

The Save button is accessible by a couple of buttons at the top of the form.

Updating Data On A Form

When changing data and resaving, the system will prompt for reasons for changing data. It's best to provide this immediately. If not, the form will remain flagged.

Mobile App:

The flags will pop up directly on the form as shown below.

To provide reasons for multiple changes, tap the flag at the top of the form.