For clinical research coordinators
Paste your protocol’s visit schedule once. Add subjects by de-identified ID. Every target date, window, and deviation flag computes itself — and a daily dashboard tells you exactly what needs action today.
The spreadsheet is the problem
Day 0 plus target day, minus window-before, plus window-after — for every visit, of every subject, of every study. One typo and a window silently closes.
A subject randomizes five days late and suddenly every downstream window in your spreadsheet is wrong — unless you re-derive them all by hand, today.
The worst way to find an out-of-window visit is in a monitor’s finding letter. The second worst is three days after the window closed.
How it works
Copy the visit rows straight from Excel, or paste the protocol’s Schedule of Assessments text and let the AI parser extract every visit, target day, and window — previewed before anything saves.
anchored visits supported: Screening at −14 from Randomization, Month 1 at +30…A subject is a de-identified ID and a Day 0 date. That’s the whole record. Mid-study site? Bulk-paste your existing tracker and history back-fills automatically.
subject ID + day 0 — never names, never PHIEvery morning: what’s out of window, what’s in window now, what opens soon. Record outcomes as they happen — late completions are flagged as deviations automatically, server-side.
windows re-anchor to actual visit dates as you record themWhat’s in the box
Visits chain off other visits, not just Day 0. When an anchor completes late, every downstream window recomputes from the actual date — instantly.
Lock a live study’s schedule with one click; every mutation is rejected server-side. Unlocking requires a typed reason that lands in an append-only audit log.
Complete a visit outside its window and it’s flagged as a deviation with an optional note — computed server-side, never trusted from a click.
The visit-tracker CSV is the spreadsheet you used to maintain by hand, exportable any time. Per-subject .ics feeds drop visits into Outlook or Google Calendar.
Each subject’s calendar prints clean for chart pinning or patient hand-off — patient instructions included, site-only notes and internals excluded.
Site notes (“injection by Dr. Patel”) stay internal. Patient notes (“arrange a driver”) print on the hand-out. Per visit, per subject, all audited.
The no-PHI guarantee
Subjects are de-identified IDs and dates. No names, no DOB, no contact info — a visit-window tracker doesn’t need them, so we made storing them impossible.
There is no field for a name. The database schema physically cannot hold protected health information.
Because no PHI is stored, there’s no HIPAA business-associate agreement to negotiate. Sign up and start today. If patient-identity features ever ship, they’ll live in a separate BAA-covered tier — this core stays PHI-free.
Not an EDC, not eSource, not a system of record. Your source documents stay your source documents; this keeps the calendar honest.
Pricing
Priced for independent sites, not enterprise procurement. No per-user seats, no per-study fees, no sales call.
per site / month · cancel anytime
no invoice dance — card, 30 days free, done
Built modular
CRC Run Sheet is built as a set of coordinator tools that share one spine. Each module ships when it’s genuinely useful on its own — you’ll never pay for shelf-ware.
Protocol-derived visit calendars, window alerts, deviation capture, exports.
The full schedule-of-assessments matrix — plus your site’s own steps and notes, turned into per-visit run sheets.
Who’s delegated for what, with credential expirations that warn before they lapse.
Masked-procedure flags and role-aware views for blinded studies.
Scheduling context and warm-handoff notes when coverage changes hands.
The protocol, lab manual, and IB — organized per study, findable in seconds.
Ready when you are
$10/month per site after trial · cancel anytime · support@crcrunsheet.com