Datacapt Calendar & Scheduling

Every visit in the study, on one calendar.

Build the visit schedule from the time windows in your protocol, then let participants book and confirm their own slots. Sites, coordinators and sponsors read the same calendar, updated as each visit is booked, moved or completed — not as a report someone runs the next morning.

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Trusted worldwide

More than 200 research teams run their clinical trials on Datacapt

Let participants book their own visits.
Reduce no-shows.

Calendar & Visits

Global and Site-Level Calendar Views

One calendar covers every site, cohort and participant, and it is the same record the eCRF reads. Filter it down to a single site when a coordinator needs their own day, or keep it open across the study when you need oversight.

See visit schedules across every site, cohort and participant in one view

Central oversight for CROs, sponsors and study managers

Generate the visit schedule from the time windows in your protocol

Compare planned visits against actual visits, reschedules and missed visits

Online Booking

Online Booking and Participant Access

Participants book from their phone, get a reminder before the visit, and reschedule inside the window your protocol allows.

Participants book and confirm their visits online, at any hour, from any device

Email and SMS reminders go out on your schedule, without a coordinator chasing anyone

Each participant sees the calendar in their own language and time zone

Participants reschedule inside the protocol window, with no call to the site

Plan the whole participant journey, from screening to the last visit.

Use Cases for Datacapt Calendar & Scheduling

📌 Phase I units managing intensive visit timelines
📌 Multi-site trials needing centralized visit visibility
📌 Remote or decentralized trials offering online booking
📌 Late-phase studies tracking visit compliance and reimbursement
📌 Sponsors looking to connect scheduling with recruitment and CTMS activities

Integrated with EDC, CTMS, and Recruitment

A booked visit opens the right eCRF forms, moves the participant along the recruitment funnel, and releases their stipend once the visit is marked complete. Nothing is exported between modules, because there is only one record: your CTMS view and your study data are the same data, at the same moment.

Want to See It Live?

Book a 30-minute call. We go through your visit schedule, then show you the calendar views, the booking page and the reminder rules.

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Frequently asked questions

Still have a question? Talk to our team.

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What does a scheduling module do in clinical trials?

It turns the visit schedule in your protocol into dated appointments, keeps sites and participants on the same calendar, and flags any visit that slips outside its window.

Can participants reschedule visits?

Yes, inside the window the protocol allows. The new date reaches the eCRF, the CTMS view and the site dashboard at once.

Will this reduce staff burden?

Yes. Participants book and reschedule on their own, reminders go out without anyone sending them, and the coordinator reads one calendar instead of a mailbox.

Can participants book visits themselves?

Yes. Open self-booking on a branded portal that shows live site availability and sends the reminders for you.

How does Datacapt handle visit windows?

You set the window each visit allows. Datacapt dates every visit from the participant's reference date, blocks a booking that falls outside the window, and flags a visit that drifts before it turns into a protocol deviation.

What reminders do participants receive?

Email and SMS, at the intervals you choose. Each reminder carries the date, the time and the site address, in the participant's language.

What happens when a participant misses a visit?

The visit shows as missed on the site calendar and on the coordinator's dashboard the same day, so someone rebooks it inside the window instead of finding it during monitoring weeks later.

Where is scheduling data hosted?

In the European Union, on HDS-certified infrastructure for health data. Access follows the roles you assign, and every change to a visit lands in an audit trail.

Explore the rest of the platform

Data Collection

Trial Supply Management

Clinical Operations

Patient Database

Patient Recruitment

Patient Compensations

Connect

API & Integrations

Not sure where to start?

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What do customers say about Datacapt ?

Find out why 200+ companies place their trust in the Datacapt Platform to manage their clinical trials.

CRO

Thanks to Datacapt, we cut our site training time by four, reduced setup timelines by 40%, and boosted both our processes and responsiveness.

Chloé Arnous

Clinical Project Manager

Patient research

I was able to configure, test, and launch the survey in just four days, making real-time adjustments and validating the solution without relying on technical intermediaries.

Eva Menard

Founder

Biotech

Datacapt surpassed our expectations thanks to its user-friendly interface and the availability of its team. It made form design and data collection remarkably intuitive, resulting in significant time savings and enhanced accuracy.

Axel Boulet

Data Steward

Medical devices

By trusting Datacapt, we quickly achieved a level of regulatory compliance we couldn’t have reached on our own, while gaining autonomy in our clinical studies.

Samuel Lerman

Co-founder

CRO

When I first opened Datacapt, I instantly got the feeling this was the next generation of eClinical platform.

Jakub Poplawski

Global Dir. Business

Academic research

Datacapt is a reliable and educational tool, designed to support researchers at every stage of their clinical study.

Prof. Laurent Clavel

Head of the Palliative Care Dpt

CRO

Beyond the tool, we found a reliable partner capable of evolving with us and understanding our specific needs.

Véronique Saunier

Clinical Investigations Coordinator

Digital health

The Datacapt solution allows you to optimize your studies management, with quality and safety assurance.

Louis Létinier

Co-founder

CRO

Thanks to Datacapt, we cut our site training time by four, reduced setup timelines by 40%, and boosted both our processes and responsiveness.

Chloé Arnous

Clinical Project Manager

Patient research

I was able to configure, test, and launch the survey in just four days, making real-time adjustments and validating the solution without relying on technical intermediaries.

Eva Menard

Founder

Biotech

Axel Boulet

Data Steward

Medical devices

By trusting Datacapt, we quickly achieved a level of regulatory compliance we couldn’t have reached on our own, while gaining autonomy in our clinical studies.

Samuel Lerman

Co-founder

CRO

When I first opened Datacapt, I instantly got the feeling this was the next generation of eClinical platform.

Jakub Poplawski

Global Dir. Business

Academic research

Datacapt is a reliable and educational tool, designed to support researchers at every stage of their clinical study.

Prof. Laurent Clavel

Head of the Palliative Care Dpt

CRO

Beyond the tool, we found a reliable partner capable of evolving with us and understanding our specific needs.