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Participant Profile Card Overview

The Participant Profile Card in EnrollNow provides a centralized view of a participant’s information, study activity, communications, forms, events, and related records accessed through Potential/Enrolled Dashboard or the Registry.

This article provides a section-by-section overview of the Participant Profile Card and explains how to adjust its display. It also includes the updated location of the Survey a Participant feature.

Display Option for Participant Profile Card

EnrollNow offers a layout enhancement that gives you more flexibility when working with the Participant Profile Card. You can adjust the display to a wider view or switch to a full-screen view, depending on your needs.

How It Works

  • Adjusting Width Manually

    • Hover over the center bar between the participant profile card and the status list. Drag the bar left or right to expand or contract the profile card. 

  • Switching to Full-Screen View

    • This expands the profile card to full-screen mode for maximum visibility.
    • Click the arrows again to return to the shared view.

User-Specific Setting

Any adjustments you make to the display—whether resizing the card or switching to full-screen—will apply only to your personal view. These changes will not affect how other EnrollNow users see their Participant Profile Cards.

Sections of the Profile Card

Header Information

Located at the top of the Profile Card, this section displays the participant’s full name and provides shortcuts, including:

  • The diagonal arrows icon expands Participant Profile to full screen or minimize to half screen.

  • A green "+" icon to launch a survey for the participant 

     

    Clicking this icon allows you to:

    • Select from available study surveys
    • Launch the survey in real-time
    • Auto-populate participant data into survey fields

     

  • A trash can icon to remove the participant from a study (note: this does not delete them from the Registry).

  • Quick navigation hyperlinks to various sections of the Profile Card.

General Section

This section includes key identifiers and study-specific tracking fields:

  • Custom ID: Site-specific identifier for a participant (optional).

  • Family ID: Used to link related participants (optional).

  • Global ID: System-assigned, permanent identifier.

  • Timezone: Timezone of the participant.

  • Added to Study: Date when the participant was linked to the current study.

  • Date Created: Timestamp when the profile was initially created.

  • Status: The participant’s current study status (e.g., Potential, Enrolled).

  • Tags: Custom labels to group or identify participants.

  • Contact for Future Studies: Checkbox if participant expressed interest.

  • Signed Consent Form: Indicates whether consent documentation is on file.

  • Study Date of Last Contact: Last contact date within this study.

  • Global Date of Last Contact: Last contact date across all studies.

  • Move to: Allows user to change status (e.g., Enrolled to Potential).

Comment Tab

The Comments tab provides a space for authorized study team members to document internal notes, updates, and observations related to the participant.

  • Pinning a Comment

    • A comment can be pinned so that it remains visible at the top of the comment list.

    • Pinned comments can be helpful for highlighting important information that team members should see when reviewing the participant’s profile.

  • Marking a Comment as Global

    • Selecting the Global option makes the comment visible within every study associated with the participant.

    • Use Global comments only when the information is appropriate and relevant across studies.

Use this section to streamline communication across study staff and ensure continuity in participant tracking and engagement.

Caution: Avoid marking sensitive, confidential, or study-specific information as Global. A Global comment may be visible to users in other studies associated with the participant.

Email Tab

Displays a history of email communications sent to the participant, along with date sent, time and any attachments if included.

Text Tab

Similar to the Email tab, this logs text messages sent via EnrollNow’s integrated messaging system. It includes message content, date sent and time.

Contact Tab

Stores all contact attempts made by the research team (e.g., calls, voicemails). Users can log contact attempts and outcomes for tracking outreach efforts.

Consent Tab

Shows any consent forms associated with the participant. This includes uploaded files or digitally captured consents and the date/time each was obtained.

Forms Tab

Contains forms associated with the participant, including internal or external surveys. You can view, download, or update documentation here.  Provides a complete record of all surveys sent to or completed by the participant. Each entry includes:

  • Survey name

  • Date/Time Submitted

  • Submitted by

     


Events Section 

Tracks all study-related events, such as scheduled visits, phone calls, or follow-ups. Users can:

  • View event outcomes

  • Mark events as completed

  • Add or edit events as needed

Tasks Section

Displays assigned tasks for the participant, such as reminders or follow-up actions. Tasks can be marked as completed or updated by team members.

Contact Information

Lists the participant's preferred communication methods and contact details, including:

  • Phone numbers (mobile, home, work)

  • Email addresses

  • Mailing address

  • Preferred language or method of contact

Demographics Section

Captures demographic data such as:

  • Age (at the time of study)

  • Sex/Gender

  • Ethnicity

  • Race

  • Birthday

  • Current Age (auto-calculated)

Custom Variables

The Custom Variables section displays additional data fields configured by the institution or study team. Custom Variables may be Global or Study-Specific. 

Examples of information captured through Custom Variables include:

  • Eligibility indicators
  • Risk factors
  • Assessment scores
  • Medical or research history
  • Recruitment information
  • Study-specific tracking data

The visibility and availability of Custom Variables depend on the study configuration and the user’s permissions.

Recruitment Section

The Recruitment section records information about how the participant was identified or recruited.

Fields may include:

  • Strategy - The broader recruitment method, such as advertising, community outreach, or clinical recruitment.

  • Source - The specific source through which the participant learned about the study, such as a website, flyer, social media advertisement, or clinic referral.

  • Site - The study or recruitment location associated with the participant. This field may be especially useful for multi-site studies.

     


Family Info

The Family Information section displays participant profiles associated through a shared Family ID.

This feature may be helpful for studies involving:

  • Family members
  • Parent and child participants
  • Caregivers
  • Household members
  • Related participant groups

When participant profiles use the same Family ID, related family members may appear automatically in this section. Users can select a related participant to navigate to that person’s Profile Card.

NOTE:  The +Import Family Contacts button will only appear if there is more than one participant using the same Family Id number.


Additional Tips

  • MOBILE DEVICES:  On a mobile device, you won’t be able to drag or resize the participant profile card manually. However, you can expand the profile card to fill the entire screen by tapping the arrow expander icon within the profile card. This allows for easier viewing and navigation on smaller screens.

  • Review participant contact and status information regularly to ensure data accuracy.

  • Use tags to help prioritize or categorize participants.

  • Before adding a new participant, search the Registry to avoid duplicate profiles.

  • Leverage custom variables to collect and track study-specific data efficiently.