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Can surveys be filled in on site in EDC/CDMS?

Updated

In Castor EDC, surveys can be completed by participants through a web browser, Castor Connect, or — for studies using our enhanced setup — via the On-Site ePRO feature.

This article explains how to manage on-site data collection for studies that do not use On-Site ePRO, while also providing guidance for those who do.

 

Completing a Survey via a Web Browser

If you do not have the email address of the survey participant or you would like the respondent to complete a survey during a site visit, you can still use the Survey module without sending email invitations to the participant.

  1. Create the survey invitation for the participant in Castor EDC.

    • An email address is required — you can enter your own address.

    • When asked to set the sending time, choose “Decide later” to avoid triggering an actual email invitation.

  2. When the participant is on site, you have two options:

Option 1 — Using a Device (Tablet or Computer)

  1. Log in with your Castor user account on the device.

  2. Open the participant’s record and navigate to their Surveys overview.

  3. Click the cogwheel next to the relevant survey invitation and select “Open in new window.”

  4. Close the other browser tab where you were logged in to prevent multiple sessions.

  5. Hand the device to the participant so they can complete the survey.

Note: Your username will appear in the audit trail for all survey data-entry events.

Option 2 — Using a Printed Copy

  1. Log in to Castor EDC on a device connected to a printer.

  2. Open the participant’s Survey overview.

  3. Click the cogwheel next to the relevant survey invitation and choose “Print.”

  4. Provide the printed survey to the participant for completion on paper.

 

Surveys Sent via Castor Connect

Surveys distributed via Castor Connect must always be completed only by the intended participant.
These cannot be filled out by site staff or proxies.

 

✨ Alternative Option: On-Site ePRO (Premium Feature)

For studies that require frequent on-site survey completion, Castor offers the On-Site ePRO feature — an enhanced workflow that allows participants to complete surveys directly on a site device without manual setup or email invitations.

 

Key advantages include:

  • Seamless device hand-off from clinician to participant.

  • Automatic association of survey data with the correct participant and visit.

  • Simplified, secure, and audit-compliant process.

💡 On-Site ePRO is an optional add-on feature and may not be available in all study configurations. Please contact your Castor representative to learn more or to enable it for your study.

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