Automated IRB Approval Expiry Tracking
Every Monday, WebRun opens RealTime-CTMS, reviews all active study protocols, identifies IRB approvals expiring within 60 days, and posts a prioritized renewal list to your Slack channel and a tracker in Google Sheets for your regulatory coordinator.
How do I track IRB approval expiry dates across all my clinical studies?
WebRun reviews all active study protocols in RealTime-CTMS every Monday, flags IRB approvals expiring within 60 days, and posts a prioritized renewal list to Slack and a color-coded tracker in Google Sheets. Submitting renewals is left to your regulatory coordinator.
- IRB renewals surfaced 60 days early so teams avoid last-minute filings
- Urgent studies under 30 days flagged separately for immediate action
- Color-coded tracker gives regulatory staff a single source of truth
Built for regulatory coordinators · research site directors · IRB administrators · clinical research sites
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
realtime-ctms.com/loginin a real browser with your saved login - no setup, no API keys. -
1
RealTime-CTMS - find protocols with expiring IRB approvals
realtime-ctms.com
WebRun opens RealTime-CTMS to find protocols with expiring IRB approvals. - Open RealTime-CTMS and navigate to the Protocol or Regulatory Documents section
- Pull all active study protocols and their current IRB approval expiry dates
- Flag any protocol with an expiry date within the next 60 days
Done when Every active protocol with an expiring IRB approval is listed with the study name, sponsor, and days to expiry.
-
2
Slack - post renewal action list to regulatory team
slack.com
WebRun opens Slack to post renewal action list to regulatory team. - Post a ranked list to the regulatory Slack channel, sorted by days to expiry
- Highlight protocols expiring within 30 days as urgent
- Include the study name, sponsor, and exact expiry date in each row
Done when The regulatory team has this week's IRB renewal list in Slack.
-
3
Google Sheets - update the IRB renewal tracker
google.com
WebRun opens Google Sheets to update the IRB renewal tracker. - Open the IRB Renewal Tracker in Google Sheets
- Upsert each study's expiry date, renewal status, and assigned coordinator
- Color-code rows: red for under 30 days, yellow for 30 to 60 days, green for renewed
Done when The tracker shows the current renewal status for every at-risk study.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it submit the IRB renewal application automatically?
No. WebRun only surfaces which studies need renewal and tracks status. Submitting the renewal application is an irreversible regulatory action left entirely to your regulatory coordinator.
Where does it get the IRB expiry dates?
It reads the protocol and regulatory document records stored in RealTime-CTMS, so the dates reflect whatever your team has entered there for each active study.
What if a study has already been renewed?
Studies marked with a current IRB approval date beyond the 60-day window are excluded from the alert automatically each Monday.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.