Category: Account Access & Trial Setup

Assigning research sites to a clinical trial is a foundational step in operationalizing a study within the DecenTrialz platform. This process ensures that authorized research sites can begin pre-screening participants, view eligibility requirements, and maintain protocol-aligned communication, all within a HIPAA- and ICH-GCP-compliant environment.

This section provides Sponsors and CROs with step-by-step guidance on how to assign, manage, and monitor research site access for a given trial.

Who Can Assign Sites

Only the following roles have the authority to assign sites to a trial on DecenTrialz:

• Sponsor Administrators
  (Full access to all trials funded by their organization)
• CRO Administrators
  (Granted permission by the associated Sponsor account)
• Designated Project Managers
  (Optional role, if delegated by the Sponsor or CRO with limited permissions)

Site assignment privileges are restricted to prevent unauthorized access or unapproved trial activity.

Steps to Assign a Site to a Trial

1. Navigate to the Trial Management Console

• Select the trial for which you want to assign research sites.
• Ensure the trial status is in “Draft” or “Pending Activation”.

2. Select “Assign Site(s)” Option

• You may choose from:
  • Pre-registered research sites already onboarded and approved
  • New sites by initiating an invitation workflow (subject to platform approval)

3. Define Access Parameters for Each Site

For each site assigned, configure:

• Site-specific contact (PI or Site Coordinator)
• Geographic region (auto-filled based on address)
• Participant cap (if applicable)
• Trial phase access (e.g., pre-screening only or full protocol access)

4. Confirm Assignment and Send Notification

• Once configured, click “Assign Site”.
• The designated site admin will receive an invitation with credentials and instructions to begin pre-screening.

Managing Multiple Sites

The platform supports:

• Bulk assignment for multi-site studies
• Site-specific eligibility overrides (only if authorized by protocol)
• Site performance monitoring dashboards after assignment
• Easy revocation or pause of site access if needed

Changes in site status (e.g., paused, removed) are logged and timestamped in the audit trail.

Site Assignment FAQs

Can I assign a site to multiple trials?

Yes. A site with a verified account may be assigned to multiple active trials if eligibility and geographic relevance are satisfied.

Can a site self-assign to a Sponsor’s trial?

No. Sites may only be assigned through an authorized Sponsor or CRO user with appropriate trial access rights.

Can I assign a site that hasn’t registered yet?

Yes. The system allows Sponsors to initiate a Site Invite Link, which prompts the site to register and upload required credentials before final activation.

Key Oversight Responsibilities

Sponsors and CROs assigning sites must:

• Ensure that all IRB documentation is on file at the time of site activation
• Confirm site credentials and license validity before assignment
• Monitor adherence to trial-specific communication and reporting protocols
• Periodically review site activity to ensure compliance and data integrity

Key Note: Site assignment is not just an operational step, it is a regulatory responsibility. Proper assignment ensures data traceability, participant protection, and trial quality. DecenTrialz provides tools for controlled, transparent, and auditable site engagement to uphold both ethical and regulatory standards.

Contract Research Organizations (CROs) play a vital role in the operational execution of clinical trials on behalf of Sponsors. The DecenTrialz platform provides structured onboarding to ensure that CROs can efficiently manage assigned studies, collaborate with research sites, and uphold regulatory compliance at every stage of the trial lifecycle.

This section outlines the eligibility, registration process, and responsibilities involved in onboarding as a CRO on DecenTrialz.

Who Can Onboard as a CRO?

An organization may register as a CRO on DecenTrialz if it:

• Is contracted by a Sponsor to conduct clinical trial operations
• Operates in accordance with HIPAA-compliant research standards
• Oversees trial tasks such as site monitoring, data collection, regulatory submissions, or participant recruitment
• Agrees to DecenTrialz’s Terms of Use, Data Processing Agreement, and Sponsor-CRO Collaboration Guidelines

CRO accounts are reviewed for institutional credibility, scope of services, and technical readiness before access is granted.

CRO Onboarding Process

1. Submit Organizational Profile

• Legal name and operating jurisdiction
• Primary contact and business development liaison
• Areas of service (e.g., monitoring, data management, feasibility)
• List of sponsor partners (optional)

2. Assign a CRO Administrator

• Must be authorized to manage trial operations and represent the CRO in compliance communications
• Responsible for inviting other CRO team members to the platform and managing their access rights

3. Accept Platform Agreements

• CRO Terms of Use
• HIPAA Business Associate Agreement (if handling PHI)
• Non-Disclosure Agreement (if applicable)

Agreements are digitally signed and reviewed by the DecenTrialz compliance team.

CRO Access Permissions

Once approved, the CRO Administrator can:

• View and manage trials delegated by associated Sponsors
• Oversee participant recruitment progress (pre-screening only)
• Coordinate with research sites using platform communication tools
• Generate trial-level reports and operational dashboards
• Assign specific team members to monitor site performance and protocol compliance

CROs cannot independently list trials; they must be linked to a Sponsor account that has granted them project access.

Optional Technical Integrations

CROs may also configure:

• CTMS synchronization (via API or flat-file upload)
• Performance dashboards customized by therapeutic area or site region
• Custom recruitment workflows if pre-approved by the Sponsor

Advanced integrations require coordination with the DecenTrialz technical team during the onboarding phase.

Support and Onboarding Assistance

Each CRO is assigned an Onboarding Coordinator from the DecenTrialz Partner Support team, who assists with:

• Initial training and walkthroughs
• User role configuration
• Compliance and SOP alignment
• Escalation management

For support, CRO teams may contact:
support@decentrialz.com

Key Note: CROs are trusted execution partners within the DecenTrialz ecosystem. By establishing clearly defined access boundaries and compliance safeguards during onboarding, the platform enables seamless collaboration between CROs, Sponsors, and research sites, reducing operational friction and promoting audit-ready workflows.

The Sponsor onboarding process on DecenTrialz is designed to ensure a secure, compliant, and efficient experience from trial setup through participant matching. Sponsors are typically pharmaceutical companies, biotechnology firms, medical device manufacturers, academic research entities, or public/private funding bodies responsible for initiating and funding clinical trials.

This section outlines the necessary steps, requirements, and expectations for Sponsors when initiating their use of the DecenTrialz platform.

Who Qualifies as a Sponsor?

An entity may register as a Sponsor on DecenTrialz if it meets any of the following criteria:

• Holds regulatory responsibility for a clinical trial protocol (e.g., IND or IDE holder)
• Funds or commissions multi-site or single-site clinical studies
• Operates within the scope of U.S. or internationally approved clinical research standards (e.g., ICH-GCP, FDA, EMA)
• Agrees to DecenTrialz’s Terms of Use, Data Privacy Agreement, and Platform Access Policy

Each Sponsor account is verified prior to approval to maintain data security, operational integrity, and regulatory compliance.

Onboarding Requirements

Upon initiation, Sponsors must complete the following steps for platform access:

1. Submit Organization Details

• Legal entity name
• Regulatory contact details
• Tax ID (if applicable)
• D-U-N-S Number or equivalent (for international sponsors)

2. Designate a Primary Sponsor Administrator

• This individual will manage all internal user permissions and trial activity
• Must be authorized to accept compliance terms and manage institutional access

3. Execute Platform Agreements

Sponsors must formally accept:

• Sponsor Terms of Use
• Data Privacy and HIPAA Business Associate Agreement (BAA)
• Confidentiality & Non-Disclosure Agreement (if required for early-stage studies)

Digital signature is facilitated via the DecenTrialz onboarding portal using a secure identity verification method.

Account Approval & Activation

The sponsor’s account activation follows a thorough document verification and compliance review process. The timeline for activation depends on how quickly the sponsor responds to any requests for additional documentation or clarifications.

Once the review is complete:

• The Sponsor Administrator will receive an email containing login credentials and setup instructions.
• Additional sponsor team members can be added via the admin console, with tiered access levels based on their role and responsibilities within the platform.

Key Note:
If any information is incomplete or raises compliance concerns, the DecenTrialz compliance team will reach out to the sponsor for clarification before final account activation.

Optional Integrations During Onboarding

Sponsors may also indicate interest in advanced platform features such as:

• CTMS integration setup
• Custom trial templates or eligibility logic
• Secure API access for downstream data exchange

These features may require additional technical onboarding and approval. Sponsors will be assigned a DecenTrialz onboarding specialist for these configurations.

Support Available During Onboarding

Sponsors have access to:

• A downloadable Sponsor Onboarding Guide
• A dedicated Onboarding Manager (for funded trials)
• Live support via email at support@decentrialz.com

Initial training sessions can be scheduled upon request for Sponsor teams managing large portfolios or international trials.

Key Note: Sponsor onboarding is a critical first step in ensuring compliant, scalable clinical trial deployment. By centralizing document verification, user access, and study setup within a controlled framework, DecenTrialz ensures that Sponsors can begin managing their trials with confidence, visibility, and operational readiness.