Contact Logs allow study teams to record and track participant interactions directly within the participant profile. These logs help teams maintain a clear history of outreach, appointments, follow-ups, no-shows, and other participant-related encounters.
By documenting each contact attempt or interaction, teams can improve communication tracking, coordinate follow-up activities, and ensure important participant engagement details are available to authorized study team members.
What Information Can Be Recorded in a Contact Log?
Each Contact Log entry can include the following information:
- Contact Type — The type of interaction, such as a phone call, email, appointment, no-show, or other encounter.
- Contact Date/Time — The date and time the contact occurred.
- Contacted By — The team member who completed or recorded the contact.
- Method — The email address, phone number, or communication method used.
- Spoke To — The individual who received the contact, such as the participant, parent/guardian, healthcare provider, or another contact.
- Regarding — The reason or purpose of the interaction.
- Outcome — The result of the contact, such as voicemail left, appointment scheduled, follow-up required, or another defined outcome.
- Comments — Additional notes or details about the interaction.
- Modify Participant Status — Allows the participant’s status to be updated based on the contact outcome, when applicable.
Using the “Other” Contact Type
Other is a pre-configured Contact Type option in EnrollNow. If additional custom Contact Types are created, Other will always appear as the last option in the list.
When a user selects Other, an additional text field will appear. The user must enter specific details before completing the Contact Log entry. This helps ensure that contacts categorized as Other still include enough information for future reference.
Benefits of Using Contact Logs
Contact Logs help study teams:
- Track participant interactions in one central location
- Maintain accurate documentation of communication history
- Improve team coordination by providing a shared record of participant outreach
- Support follow-up planning by documenting outcomes and next steps
- Update participant statuses based on contact results, when appropriate
- Improve reporting and analysis of participant engagement activities
Contact Log Outcomes are Customizable
Contact Log Outcome values help teams standardize how participant communication results are documented in EnrollNow and are fully customizable.
- Created and managed by Study Admins
- Displayed in the Contact Log Outcome dropdown
- Used to categorize outreach results consistently
- Helpful for reporting, follow-up tracking, and communication workflows
- Configured in the study’s Requirements settings
- Applied globally across all studies and the Registry within the site
For detailed setup steps and examples, refer to the Creating Contact Log Outcome Values article.
Using the Contact Log Outcome Dropdown
Once Contact Outcome values have been created, users can select the appropriate outcome when adding a new Contact Log entry.
How to Add a Contact Log Entry
To add a new Contact Log entry:
- Open the participant’s Profile Card.
- Select the Contact Log tab.
- Click + Add Contact.
- Complete the contact details, such as Contact Type, Contacted By, Method, Spoke To, and Regarding.
- Select the appropriate option from the Outcome dropdown.
- Add any additional details in the Comments field, if needed.
- If applicable, update the participant’s status using Modify Participant Status.
- Save the Contact Log entry.
After the entry is saved, it will appear in the participant’s Contact Log and can be referenced by authorized team members when reviewing communication history or planning future outreach