Site Enrollment Tracker & Protocol Deviation Alert System
A done-for-you pharma and biotech automation built for the Clinical Trial Manager, connecting Jotform, Slack, and Airtable so the work below happens on its own.
What this automation does, step by step
Every clinical site's enrollment progress is tracked against its committed recruitment target and the overall trial timeline, and the clinical trial manager receives a weekly enrollment dashboard showing which sites are on track, which are lagging, and which are at risk of requiring a rescue intervention.
When a protocol deviation is reported, the system immediately notifies the trial manager and the sponsor's safety team, initiates a CAPA workflow with assigned deadlines, and logs the deviation in the study's master tracking file in the format required for regulatory inspection, ensuring that every deviation is documented, responded to, and closed within the protocol's required window.
- CTMS (e.g., Medidata Rave, Veeva Vault, or Florence eBinders)
- Zapier or Make.com
- Airtable (enrollment tracker and deviation log)
- Email or Slack (site enrollment alerts and deviation notifications)
- Jotform (deviation report form for site coordinators)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
The manual approach means a clinical trial manager handles each case reactively, after someone has already noticed something went wrong. None of it is difficult, it's just slow, repetitive, and easy to fall behind on.
With this automation
- Low-stock and reorder alerts before you run out
- Vendor and subcontractor confirmations that chase themselves
- Preventive maintenance scheduled by usage or date
- Work orders and project milestones that update stakeholders
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