Automated Clinical Trial Monitoring Visit Prep
Every Monday, WebRun opens RealTime-CTMS, checks for monitoring visits scheduled in the next 30 days, pulls open queries, missing source documents, and outstanding action items for each study, builds a prep checklist in Google Sheets, and briefs the coordination team in Slack.
How do I automatically prepare a checklist for an upcoming clinical trial monitoring visit?
WebRun checks RealTime-CTMS every Monday for monitoring visits scheduled in the next 30 days, pulls open queries and outstanding source-document requests for each study, builds a tab-by-tab prep checklist in Google Sheets, and briefs the coordination team in Slack with visit dates and open item counts.
- Teams see open items 4 weeks before a monitoring visit, not the day before
- Every monitoring visit has a dedicated Google Sheets tab the whole team can update
- Rescheduled or added monitoring visits surface automatically in the next weekly run
Built for clinical research coordinators · site managers · regulatory coordinators · CRO site teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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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 upcoming monitoring visits and outstanding items
realtime-ctms.com
WebRun opens RealTime-CTMS to find upcoming monitoring visits and outstanding items. - Open RealTime-CTMS and check for monitoring visits scheduled in the next 30 days
- For each upcoming visit, pull open queries, outstanding source-document requests, and unresolved action items
- Note the study name, sponsor, visit date, monitor name, and the count of open items
Done when Each upcoming monitoring visit has a list of open items that need to be resolved before the visit.
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2
Google Sheets - build the prep checklist by study
google.com
WebRun opens Google Sheets to build the prep checklist by study. - Open the Monitoring Visit Prep sheet in Google Sheets
- Create or update a tab for each upcoming visit with its open items listed by type (query, document, action item)
- Add a status column for coordinators to tick off items as they are resolved
Done when A checklist tab exists in Google Sheets for every monitoring visit in the next 30 days.
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3
Slack - brief the coordination team on what is still open
slack.com
WebRun opens Slack to brief the coordination team on what is still open. - Post a Slack briefing to the coordination channel listing each upcoming monitoring visit
- Include the visit date, study, monitor name, and total open item count
- Link to the relevant Google Sheets tab for each visit
Done when The coordination team has a Slack briefing with all upcoming monitoring visit details and a link to the checklist.
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
Does it send anything to the monitor or sponsor automatically?
No. WebRun only builds an internal checklist in Google Sheets and posts an internal Slack briefing. All external communication with monitors and sponsors is left to your team.
What types of open items does it pull from RealTime-CTMS?
It captures open data queries, outstanding source-document requests, and unresolved action items stored against each study in RealTime-CTMS.
What if a monitoring visit gets rescheduled?
The checklist and Slack briefing are rebuilt from the live RealTime-CTMS schedule every Monday, so rescheduled visits are reflected in the next weekly run.
Related templates
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