Define the visit schedule

When you define the visit schedule, you specify the amount of time that must occur between a given visit and the previous visit. As you schedule visits, the visits are reordered in the Scheduled Visits pane, so that they appear in the planned order.

As part of the visit schedule you also define the visit window for each scheduled visit. The visit window is defined for visits to occur within a specified time frame. A visit without dispensation can always occur outside the visit window. A dispensation visit can occur out of window only if, you indicate that the kit can be dispensed out of window. If dispensation is not allowed, a site user cannot complete the visit for a subject who comes in past the window. You choose whether to allow dispensation outside the visit window when you define the dispensation schedule.

Want to see how to perform this task? Watch the video below.

Before you begin scheduling the visits in your study, you must add scheduled visits to your study. See Create a scheduled visit.

Note:

Unscheduled visits are in a separate pane and they cannot be added to the schedule.

1. Access the Draft version of a study as described in Open a study's design.
2. Make sure you are on the Data Collection screen and on the Forms tab.
3. In the right-side pane, under Scheduled Visits, select Add Schedule above the visit you want to schedule.
   • If a schedule has been added to the visit, the Add Schedule label above the visit is replaced with the number of days defined for the schedule. You can select this label to edit the visit schedule for that visit.
4. Fill in the fields in the top section.

   Tip:

   To view tips for completing a field, click into the field or choose an option.

   Field	Description
   Scheduled From	Select a visit to schedule time from (anchor visit). Select the drop-down arrow to the right of the visit name to select a different visit, if needed. You can schedule each visit from any visit that occurs before it. For instance, you can schedule all visits from Screening, or you can schedule Week 1 from Screening, Week 2 from Week 1, and so on. Note: Dynamic visits are not available for selection. If the anchor visit is skipped during the study conduct period, the ideal scheduled visit date is considered to calculate the visit window for the current visit. If a subject is successfully rescreened, the rescreen visit date is used instead of the screening visit date if the screening visit is used as the anchor visit.
   Days	Specify the number of days between the visits.

5. For the Alert if Outside the visit window setting, select one of the following:

   Option	Description
   Off	Does not display any kind of alert for visits happening outside of visit window.
   Warning	Displays an inline warning when entered visit date is out of window. This warning is visible only to the user entering the visit date while on the visit page at the time of data collection. Once a user specifies a date within the visit's window, the warning message disappears. This warning can be useful to catch data entry errors, such as typing an incorrect year or entering data for an incorrect subject or visit.
   Query	Raises a query every time a visit date is entered and is out of the allowed visit window as per design.

6. In the Visit Window section, fill-in the following fields.

   Note:

   Visit windows are calculated in the time zone of the site, if the time zone is specified. If the time zone isn't specified, they're calculated in the UTC (Coordinated Universal Time) time zone, which corresponds to the Greenwich Mean Time zone.

   Field	Description
   Before Days	Specify how many days before the scheduled date the visit can occur.
   After Days	Specify how many days after the scheduled date the visit can occur.

   The Add Schedule label in Scheduled Visits pane is replaced with the number of days between the visits. Hover over this label to see the details.
7. Select Save.
   • To reset the schedule, select Clear Schedule.

     Note:

     You can modify or clear the schedule of a visit at any time. Click the schedule label before the visit so that the Schedule Visit dialog opens, then either enter your updates and Save or select Clear Schedule.