Track research participant recruitment systematically with our free tool. No registration required - just organized participant management for successful study enrollment.
Participant Recruitment Challenges
Successful research requires adequate participant enrollment. Many studies face recruitment challenges causing delays, increased costs, and sometimes study failure. Systematic tracking optimizes recruitment efficiency.
Common Recruitment Problems
Slow Enrollment - Studies take longer than expected to reach target sample size
High Screen Failure Rates - Many contacted individuals don't meet eligibility criteria
Participant Dropout - Enrolled participants withdraw before study completion
Source Inefficiency - Unclear which recruitment methods yield qualified participants
Documentation Gaps - Incomplete records of screening and consent processes
Recruitment Pipeline Stages
Eight Status Levels
Contacted - Initial outreach made to potential participant
Screening - Eligibility assessment in progress using inclusion/exclusion criteria
Eligible - Met all criteria and qualified for study participation
Ineligible - Failed to meet one or more eligibility requirements
Enrolled - Consented and officially enrolled in study
Completed - Finished all study procedures and assessments
Withdrawn - Voluntarily discontinued participation before completion
Declined - Eligible but chose not to participate
Tracking participants through these stages reveals recruitment bottlenecks and informs strategy adjustments.
Eligibility Criteria Management
Clear, well-defined criteria ensure appropriate participant selection and protect scientific validity.
Inclusion Criteria
Characteristics participants must possess:
- Age ranges
- Diagnosis or condition
- Disease stage or severity
- Geographic location
- Language proficiency
- Capacity to consent
Exclusion Criteria
Factors precluding participation:
- Competing medical conditions
- Medications contraindicated
- Prior study participation
- Pregnancy or nursing
- Cognitive impairments affecting consent
- Substance use disorders
Document specific reasons for ineligibility to identify patterns and potential protocol modifications.
Recruitment Source Tracking
Different recruitment methods yield varying success rates. Track sources to optimize recruitment spending and effort.
Common Recruitment Sources
Clinical Referrals - Healthcare provider referrals from clinics and hospitals
Community Outreach - Health fairs, community centers, religious organizations
Online Advertising - Social media, Google ads, ClinicalTrials.gov
Flyers and Posters - Physical advertisements in public locations
Database Mining - Electronic health record searches (with IRB approval)
Snowball Sampling - Current participant referrals
Direct Mail - Targeted mailings to potential participants
Calculate cost-per-eligible-participant for each source to allocate resources effectively.
Informed Consent Tracking
Document consent process completion for IRB compliance and regulatory requirements.
Consent Date - When informed consent was obtained
Consent Version - Protocol version number consented to
Reconsent Status - Track when protocol amendments require reconsenting
Withdrawal of Consent - Document if participant revokes consent
Enrollment Rate Monitoring
Calculate key recruitment metrics to assess progress toward sample size goals.
Screening Rate - Participants screened per week/month
Eligibility Rate - Percentage of screened participants who qualify
Enrollment Rate - Percentage of eligible participants who enroll
Completion Rate - Percentage of enrolled participants completing study
Projected Timeline - Estimated months to reach target enrollment at current rates
Low rates at any stage indicate recruitment problems requiring intervention.
Incentive Management
Track participant compensation to ensure budget compliance and fair distribution.
Incentive Type - Cash, gift cards, parking passes, meal vouchers
Amount Per Visit - Compensation for each study visit
Total Provided - Cumulative compensation to each participant
Budget Tracking - Running total ensuring budget adequacy
Using the Recruitment Tracker
1. Define Study Parameters - Set target enrollment, eligibility criteria, and timeline
2. Add Recruitment Sources - List all methods being used to identify participants
3. Log Contacts - Record each potential participant with source and contact date
4. Screen for Eligibility - Document screening process and eligibility determination
5. Track Enrollment - Update status as participants enroll, complete, or withdraw
6. Monitor Metrics - Review enrollment rates and adjust strategies as needed
7. Export Data - Generate reports for IRB, funding agencies, or publications
Transform Your Recruitment
Optimize participant recruitment with systematic tracking and data-driven strategy adjustments. Our free tool provides the structure needed for successful study enrollment.
Visit https://www.subthesis.com/tools/participant-recruitment-tracker - Track recruitment now, free!