Moving Subject(s) To A Different Cohort or Site

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Visit cohorts are used when there are varying visit schedules on which subjects can exist. For example, some subjects may need a 6-month follow-up visit, but another cohort of subjects does not and only has 1-year, 2-year, etc.

A subject can be moved from one cohort to another automatically if the study is configured to do so. Otherwise, the action must be done manually as covered in this article.

Manually Move an Individual Subject's Cohort

Prerequisites

The study is enabled for cohorts by a study Administrator (study functionality)

User has access to subject record management > Switch Cohorts

Web Browser: 

  1. From the Subject Manager, tap Edit

  2. Change cohorts for any subject in the list

Mobile App:

  1. Tapping on the calendar icon opens up the cohort manager for the subject

 2.  Tap on the cohort to move the subject to (noted in the top left corner of the window)

Automatically Update Subject Cohort

If the study Builder knows ahead of time what the rules are that dictate which visit cohort a Participant needs to be on, then it can be set up to happen automatically. This is done by writing a conditional action to Change the cohort. When the pre-defined condition is met, the subject's cohort will automatically change.

Study Builders will find this to be a more effective alternative than conditionally hiding visits based on each subject's data.

Moving Subjects Between Cohorts In Batches

Prerequisite: 

  • The study is enabled for cohorts by a study Administrator (study functionality)

  • User has access to subject record management > Switch Cohorts

  • Access to configure scheduled visits

Web Browser: 

Open the scheduled visit configuration

Once Selected Subjects are picked, users can choose:

  1. Cohort to copy

  2. Site

  3. Target cohort

  4. Which subjects need to be moved

Move Subject(s) Between Sites

Prerequisite:

User has access to Study Configuration > Configure Sites and Users

To move a subject or group of subjects from one site to another, use the button found in the Subject Manager as shown below.

Web Browser:

From the popup window, select a source and destination site, followed by the subject(s) that need to be moved. 

Once the move is complete, the registration form of those subjects will be flagged for change reason. That flag will need to be addressed by the user who performed the action.

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