EnrollNow Glossary

This glossary defines commonly used terms, tools, settings, and features within EnrollNow. Use it as a reference when configuring studies, managing participants, and navigating the platform.

Access Role

The level of system access assigned to a study team member. An access role determines whether the user can view participant information, manage study settings, or perform other study-related actions.

Add Item

A button available in sections such as Events and Statuses within Study Settings. Select Add Item to create an additional event, status, or other configurable item.

Admin

A study-level access role that allows a user to view participant information and access Study Settings.

Age Requirements

The participant age ranges required for a study. Select Add Age Group to define multiple age ranges and specify the target sample size for each group.

Bulk Task

A group of related tasks that are commonly completed together. Bulk Tasks can be connected to an event trigger so the tasks are created automatically when a defined action occurs.

For example, a Bulk Task may be configured to create several preparation tasks when an Intake event is scheduled.

Calendar

A filterable study calendar that displays participant events and study tasks. Depending on the selected filters, the calendar may show scheduled, projected, overdue, missed, or completed items.

Comment

A note entered by a study team member on a participant profile, event, or task.

Contact Comment

A comment documenting communication or an attempted communication with a participant. When a comment is identified as a Contact Comment, the participant’s Last Contact Date is updated to the date the comment was entered.

Contact Method

Contact information associated with a participant or an additional contact. This information may include:

• Name
• Relationship to the participant
• Telephone number
• Email address
• Whether a message may be left
• Preferred method of contact

Convert

An action that changes a Single-Select Custom Variable into a Multi-Select Custom Variable.

Custom ID

A user-defined identifier used to track a participant within a specific study. The Custom ID is often used as the participant’s study ID.

A Custom ID must be unique within a study. However, the same Custom ID may be used in different studies.

The participant’s Custom ID may also appear in event details on the EnrollNow Calendar and in connected calendar subscriptions.

Custom Variable

A configurable field used to collect participant information that is not included in EnrollNow’s standard fields.

Custom Variables can be used to capture information specific to a study’s recruitment, enrollment, or participant-management needs.

Dashboard

The study landing page that provides an overview of recruitment progress and participant activity. The Dashboard can help study teams monitor:

• Progress toward recruitment goals
• Participant demographics
• Recruitment sources, sites, and strategies
• Enrollment activity
• Study workflow and upcoming events

Demographic Information

The section of the Participant Profile Card that contains demographic details such as:

• Age
• Date of birth
• Sex
• Gender
• Ethnicity
• Race

The exact fields available may depend on the study configuration.

Display

A section within Study Settings that contains display-related options, such as the date format or locale used by the study.

This section may also include the option to display Global Comments across studies.

Enrolled Participant

A participant who has completed the study’s required screening and enrollment process and has been enrolled in the study.

Ethnic and Racial Categories

A section of Participant Requirements where study teams define the ethnicity and race categories needed for the study and specify the target sample size for each category.

Event

An activity, appointment, visit, or study milestone associated with a participant.

Examples include:

• Screening call
• Consent visit
• Study appointment
• Follow-up assessment
• Study completion

Event Before

A scheduling option used to calculate an event date relative to the event immediately before it in the study’s ordered list of events.

For example, an event called Prepare Interview Room could be scheduled relative to the preceding Interview event.

External Screening Form

A screening form designed to be completed by prospective participants outside EnrollNow. External Screening Forms can be shared online so individuals can register their interest or complete an initial eligibility screening.

Family ID

A user-defined identifier used to connect two or more participant records as members of the same family or household.

Filter

A search condition used to narrow the participant records displayed in the Registry, a participant dashboard, or another area of EnrollNow.

Filters can be based on participant information, Custom Variables, study membership, statuses, tags, and other available fields.

Global Comment or Contact

A Comment or Contact Comment that is marked as global. Global Comments and Contacts can be viewed across the participant’s studies and in the Registry by users with the appropriate permissions.

The entry identifies the study in which the Comment or Contact was originally created.

Global Custom Variable

A Custom Variable that is available across multiple studies within an EnrollNow site.

Global Custom Variables allow an organization to capture and maintain consistent participant information across studies.

Global ID

A unique identifier automatically assigned to each participant record in EnrollNow.

The Global ID remains associated with the participant across the studies in which the participant is included.

Intake Event

The first event in a study’s event sequence. Although the study team can assign the event any name, EnrollNow refers to the first event as the Intake Event when configuring relative scheduling.

For example, the first event may be named Consent Form Signed. Later events can then be scheduled relative to the Intake Event.

Internal Screening Form

A screening form designed to be completed by study staff during a telephone, virtual, or in-person screening.

Internal Screening Forms can be accessed from the Potential Participants area of a study.

Leader

A study-level access role that allows a user to view participant information but does not provide access to Study Settings.

Long Text

A Custom Variable type used to capture longer written responses or detailed notes.

An example might be a detailed description of participant behavior, eligibility considerations, or scheduling preferences.

Multi-Select

A Custom Variable type that allows users to select more than one option from a predefined list.

For example, a Multi-Select variable for participant availability might include:

• Morning
• Afternoon
• Evening
• Weekend

Notify Comment

A Comment that is configured to send an email notification to the appropriate study team members.

Recipients depend on where the Comment is entered:

• A Task Comment notifies users assigned to the Task.
• An Event Comment notifies users assigned to the Event.
• A Participant Comment or Contact may notify study team members according to the study’s notification configuration.

Number

A Custom Variable type used to store numerical values. This field accepts numbers and may support decimals and commas, depending on the configuration.

Examples include height, weight, household size, or the number of previous study visits.

Option

An individual choice available within a Single-Select or Multi-Select Custom Variable.

Participant

An individual whose information is maintained within an EnrollNow study or Registry.

Depending on the study workflow, a Participant may be identified as a Potential Participant, Enrolled Participant, completed participant, or another configured status.

Participant Profile Card

The record containing information about a participant within a study or the Registry.

The Participant Profile Card may include:

• Contact information
• Demographic information
• Study status
• Custom Variables
• Tags
• Comments and Contacts
• Events
• Tasks
• Study identifiers

Within a study, the card may display study-specific and Global Custom Variables. Within the Registry, it generally displays participant information and Global Custom Variables available across studies.

Pin Comment or Contact

An option that keeps an important Comment or Contact at the top of the applicable activity log.

Multiple Comments or Contacts can be pinned.

Potential Participant

An individual who is being recruited, contacted, or screened for a study but has not yet been enrolled.

RA (Registry Access)

A study-level access role intended for users who should not have access to personally identifiable participant information or Study Settings.

Users assigned the RA access role generally see a de-identified participant identifier instead of personal information.

Registry

A site-level repository of participant records across an organization’s EnrollNow studies.

The Registry allows authorized users to locate participant records, review global information, and manage participants across studies. Access to the Registry depends on the user’s site-level permissions.

Requirements

A page within Study Settings where study teams define the participant characteristics and sample requirements for a study.

Requirements may include:

• Sample size
• Age ranges
• Sex and gender categories
• Ethnicity and race categories
• Custom Variables

Sample Size (N)

The target number of participants needed for a study or participant requirement category.

Sex and Gender

A section within Participant Requirements where study teams define the sex and gender categories needed for the study and specify the target sample size for each category.

Short Text

A Custom Variable type used to capture a brief text or alphanumeric value.

Short Text fields have a character limit and are appropriate for information such as:

• Receipt numbers
• External system identifiers
• Brief participant preferences
• Short study notes

Single-Select

A Custom Variable type that allows users to choose one option from a predefined list.

For example, a preferred contact time variable might include:

• Morning
• Afternoon
• Evening

Only one option can be selected.

Site

A specific recruitment location, organization, publication, or online destination associated with a recruitment Source.

Examples include:

• A specific hospital
• A physician’s office
• A school
• A community organization
• A website
• A magazine

Sites can help study teams track recruitment relationships and document communications with recruitment partners.

Site Admin

A site-level access role that provides administrative access to an organization’s EnrollNow site.

Depending on the organization’s configuration, a Site Admin may be able to:

• Add and manage users
• Lock or unlock user accounts
• Assign site and study permissions
• Add or manage studies
• Import or export data
• Manage configurable security settings

Source

A broad category describing where participants were identified or recruited.

Examples include:

• Hospitals
• Clinics
• Schools
• Community organizations
• Social media
• Websites
• Print advertising

A Source can contain multiple specific Sites.

Status

A configurable category used to organize participants according to their current position in the recruitment, enrollment, or study workflow.

Potential Participant statuses might include:

• To Contact
• Contacted
• Screening
• Scheduled
• Ineligible
• Withdrawn

Enrolled Participant statuses might include:

• Enrolled
• Active
• Completed
• Withdrawn

Strategy

A recruitment method or tactic used to reach prospective participants through a Source or Site.

Examples include:

• Flyers
• Social media advertisements
• Email campaigns
• Physician referrals
• Community outreach

Study

A configured workspace in EnrollNow used to manage a research project’s participants, recruitment activities, study events, tasks, requirements, and team access.

Study Details

A page within Study Settings where users can enter and manage general information about the study.

Study Details may include:

• Study name
• Recruitment start and end dates
• IRB protocol number or ID
• Grant number and funding agency
• Study description

Recruitment dates may be used to calculate progress displayed on the study Dashboard.

Study Roles

A page within Study Settings where team members are added to a study and assigned a Role and Access Role.

A Role is a descriptive label for the user’s responsibilities, while an Access Role determines the user’s permissions within the study.

Tag

A searchable word or phrase used to categorize or identify participants.

Tags can be created and applied as needed. Examples include:

• Strong Match
• Spanish Speaking
• Follow Up
• Transportation Needed
• Interested in Future Studies

Task

An action that a study team member is responsible for completing.

Examples include:

• Call the participant
• Review screening results
• Prepare the interview room
• Send an appointment reminder
• Enter visit documentation

Tasks may be created manually or automatically through Bulk Tasks and Triggers.

Trigger

A defined event condition that automatically creates a Bulk Task or initiates another configured workflow.

A Trigger typically combines an Event with an Event status or timing condition.

For example, a set of Tasks could be created automatically when an Intake Event is scheduled.

Unlock

An action that allows an authorized user to modify a Global Custom Variable within a study.

Global Custom Variables may be locked by default to maintain consistency across studies. Unlocking the variable allows permitted study-level changes when supported by the configuration.

User

An individual with access to EnrollNow.

A User may have access to one or more studies and may be assigned different Roles and Access Roles in each study.

Variable

A field used to capture information about a participant or study sample.

Variables may include standard EnrollNow fields or study-specific Custom Variables. Common variable types include Short Text, Long Text, Number, Single-Select, and Multi-Select.