Using Coordinator-Entered Surveys

Sometimes coordinators may need to enter survey data on behalf of participants. This is similar to the traditional REDCap data entry process. Coordinator entry may be activated for each of your project’s surveys individually. You may select whether you wish to enter survey data only once (single instance) or complete the survey multiple times for a single participant (multiple instances).

If you wish to use a single device to enroll patients in a project, you may enable shared device mode on the device.

Enabling Coordinator-Entered Surveys

To enable coordinator entry for one or more surveys:

1. Navigate to the “Settings” tab within your project.
2. On the left bar, select “Coordinator Surveys.”
3. Select the survey you want to enable for coordinator entry and click "Add."
4. Check “Single Instance” if you want to enter the survey data only once. Do not check if you wish to complete the survey multiple times on behalf of the participant.
5. To change the order in which the coordinator will fill out the surveys, click the up and down arrows to the right of the survey name.
6. Click “Save.”

To disable coordinator entry for a survey:

1. Navigate to the “Project Settings” tab within the “Project” section.
2. On the left bar, select “Coordinator Surveys.”
3. Click the trash icon next to a survey to disable coordinator entry.

You can change which surveys have coordinator entry enabled at any time.

Entering Survey Data

You can enter survey data on behalf of a participant either directly from the segment view or from the participant's Support tab.

Segment View

To enter a coordinator survey from the segment view, you will first need to add the coordinator survey to the view using either the "Columns" drop down or by editing the segment, checking "Configure Columns," and selecting the appropriate coordinator survey (pictured below).

If viewing "All Participants," you will need to use the Columns drop down to add the coordinator survey to the view, since you cannot edit the "All Participants" segment.

Once the coordinator survey has been added to the segment view, click the button with the name of the coordinator survey to open it and submit data on behalf of the participant.

Participant Support Tab

To enter a coordinator survey from the participant's support tab:

1. Navigate to the “Participants” tab within the project (you can do this from any segment, including "All Participants").
2. Select the participant for whom you wish to enter survey data.
3. Select the "Support" tab and locate the survey under the "Coordinator Survey" section.
4. Click “Enter Results” to the right of the survey name.
5. Complete the survey. You may “Save & Exit” to leave the survey and return at a later time with the previous results saved.

To enter additional survey results (if you have not checked “Single Instance”), you may again click “Enter Results” to enter data for another instance of the survey.

Editing Survey Results

Similar to entering survey results, you can also edit results either directly from the segment view or from the participant support tab.

Segment View

To edit results from the segment view:

1. Locate the participant within the "Participants" tab. 
2. Click the carat to the right of the coordinator survey button to see previous entries.
3. Click the edit icon to the right of the previous entry details to open and edit the survey.

Participant Support Tab

To edit results from the participant's support tab:

1. Navigate to “Participants” within the “Project” section and click the participant for whom you wish to enter survey data.
2. Click the “Support” tab and locate the survey under the "Coordinator Survey" section.
3. If you've enabled coordinator entry for only a single instance, click “Enter Results” to the right of the survey name to edit the results.
4. If you've enabled coordinator entry for multiple instances:
   • Click the "+" sign to the left of the survey name to expand the list of surveys entered.
   • Click "Update Results" to edit a specific survey result.

You cannot edit survey data provided by participants; only coordinator-entered data.