For clinical research coordinators
Every step of every visit, with who’s covered for it, how your site does it, where, and the protocol page behind it — written so a new coordinator can run it. Open Subject 012’s Week 4 and the top of the page says Clear to start, or what’s in the way.
Heidelberg, 512×128 preset. Repeat if signal strength < 6.
Imaging 2
M. Reyes — OCT capture on the signed DOA log · cert current to Oct 21
Ninety seconds
Today's list, one run sheet opened, the team's certifications, and the colleague who covers you. Real app, no music, my voice.
Loads from YouTube only when you press play.
Where the visit actually lives
The SOA says which procedures. The protocol says the pregnancy test comes before the injection. The binder says what your site learned the hard way. None of them are open when the subject is in the chair.
The DOA log is signed and filed. Whether the tech doing today’s OCT is on it — and whether their certification lapsed last month — is a question for the monitor visit. It should be a question for this morning.
Every site step, every “the kit is in the second fridge,” every hard-won how-to is written for one study and lost when it closes. The next protocol starts with a blank binder — and the windows still have to be re-derived by hand.
How it works
Copy the visit rows straight from Excel, or paste the protocol’s Schedule of Assessments and let the AI parser pull out every visit, target day, window, and procedure — previewed before anything saves. That’s the protocol layer. (Just want the dates? The free visit window calculator does that part with no account.)
Screening at −14 from Randomization, Month 1 at +30 · windows computed, never typedFor each procedure: steps, how, where, when, why — the way your site actually does it. Who’s delegated for it, mirrored from the DOA log the PI already signed. Subjects are a coded ID and an anchor date; mid-study, bulk-paste your tracker and history back-fills.
§ protocol · ⌂ site · subject ID + anchor date — never names, never PHIEvery morning the dashboard says what’s in window. Open the visit and every procedure carries its steps, its room, and its person. Tick, skip with a reason, close out. Late completions flag as deviations on their own — and the next study inherits your site’s how-to as recipes.
task tracking — the CRF / worksheet stays the sourceTrying it on your own
Most coordinators try a tool the way they try a spreadsheet template: on their own studies, on a quiet afternoon, before anyone else hears about it. CRC Run Sheet is built for that.
Nothing installs. No patient information goes in, so there is no BAA to sign and nothing for IT or compliance to review. Sign up with your email and paste a schedule.
Export the tracker as CSV, the calendars as .ics, and every run sheet on paper, any time. Reading and exporting never depend on a plan — not on the free tier, not after you cancel.
Add one colleague free. When they open Subject 012’s Week 4 and see the steps, the room, and who’s delegated, the sheet has done its job. The whole team on one account is the Site plan — when your site is ready, not before.
Built by a former retina research coordinator in Hampton Roads who ran dozens of studies on five spreadsheets. The story.
What’s in the box
The protocol layer from the SOA. The site layer yours: steps, how, where, when, why — per procedure, or overridden for one visit. Unmasked-only guidance carries its flag. Both layers print.
Each procedure shows who the PI delegated for it, mirrored from the signed DOA log, with credentials that warn before they lapse. The app never grants authority — it tells you when the person about to do a step isn’t on the log for it.
Protocol, lab manual, and IB per study, labeled by version and linked to every step that cites them. A step opens the right document at the page a coordinator confirmed — and asks you to re-check it when a new version lands.
Visits chain off other visits, not just Day 0. When an anchor completes late, every downstream window recomputes from the actual date. Late completions flag as deviations, server-side. Lock a live schedule with one click; every change is logged.
The run sheet prints. The subject’s calendar prints with patient instructions only — site notes stay in. The DOA draft prints for the monitor visit. The tracker exports as the CSV you used to maintain by hand, plus per-subject .ics feeds.
Your site’s how-to for a procedure is saved once and attached to the next study — steps, how, where, why, and its masking flag. Study two starts where study one left off.
The no-PHI position
Subjects are de-identified IDs and dates. No names, no DOB, no contact info — a run sheet doesn’t need them, so we never built fields for them. Staff names are staff identity, never PHI.
There is no field for a name, date of birth, or contact detail — the schema has nowhere to put them. Subjects are the coded IDs your site already assigns.
The app is not intended to hold PHI, so there’s nothing to sign and nothing to install — nothing to run past IT before you try it on your own studies. If patient-identity features ever ship, they’ll live in a separate BAA-covered tier; this core stays coded.
Not an EDC, not eSource, not a system of record. Ticks are task tracking; your CRF and worksheets stay the source. This keeps the visit honest.
In the box
One subscription, all of it — no per-module add-ons, nothing to buy twice. And the pieces compose: a run-sheet step shows who’s delegated for it and opens the manual at the page your site marked.
The full schedule-of-assessments matrix, plus your site’s own steps, how, where and why — turned into a run sheet per subject, per visit. Recipes carry the site layer to the next study.
Who’s delegated for what, with credential expirations that warn before they lapse. Prints as a log for the monitor visit.
The protocol, lab manual, and IB — per study, labeled by version, and a step opens the right one at the page a coordinator confirmed.
Protocol-derived visit calendars, window alerts, deviation capture, exports.
Unmasked-only procedures and instructions carry a flag, and unmasking is recorded — who, when, and why.
On the bench
What’s next, roughly in order. Hit Notify me on the ones you’d use — the most-asked gets built first, and you’ll hear when it ships.
Screens, rescreens, and screen fails per subject, with the protocol’s rescreen limit and your screen-fail cap counted for you instead of remembered.
Upload the new version and see what changed at each visit, which of your site’s steps need a second look, and who needs retraining before their next visit.
Which lab kit each visit needs, what’s on the shelf, and what expires before the subject walks in.
A packet per study, built from what’s already here: the visits, your site’s recipes, who’s who, and what they need to be trained on before they’re delegated.
The imaging or vision certification that takes three subjects to finish: what’s done, what’s left, and who signs off in the meantime.
One printout the night before: training and delegation dates lined up, anything lapsed, and deviations since the last visit. A prep sheet — the signed logs stay the record.
Which completed visits are owed a stipend, by subject ID, so nobody finds out at the next visit that they weren’t paid.
Subject-level scheduling context and warm-handoff notes when coverage changes hands. Patient-level data needs HIPAA hosting and a BAA, so it lands as its own tier — opened when enough sites ask.
Pricing
For the coordinator trying it on their own studies: no card, no clock, no sales call. Your site pays when the whole team moves in, and not before.
Free forever
one coordinator · three studies · one colleague
Site
per site / month · then $249
Site pricing is $249 per site / month after the founding window. Networks of ten or more sites: $149 per site / month, billed annually — email for details.
Ready when you are
First three studies free · one colleague included · founding sites $49/month for the whole team · support@crcrunsheet.com