Automated Clinical Research Staff Utilization Digest
Every Monday, WebRun opens RealTime-CTMS, pulls the week's staff visit assignments, task loads, and study allocations for every coordinator and investigator, compiles a utilization digest in Google Sheets, and posts a capacity summary to the site leadership Slack channel.
How do I automatically track coordinator and investigator utilization across clinical studies?
WebRun opens RealTime-CTMS every Monday, pulls each coordinator and investigator's visit count, task load, and study assignments for the week, and compiles a color-coded utilization digest in Google Sheets. It then posts a capacity summary to the site leadership Slack channel so overloaded staff are spotted and rebalanced early.
- Overloaded coordinators flagged every Monday before burnout or protocol errors occur
- Underutilized staff identified so their capacity can be directed to enrollment-critical studies
- No manual report preparation: the digest builds and sends itself each week
Built for research site directors · site managers · principal investigators · site network operations teams
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 - pull staff visit and task assignments for the week
realtime-ctms.com
WebRun opens RealTime-CTMS to pull staff visit and task assignments for the week. - Open RealTime-CTMS and navigate to the Staff Productivity or Reporting section
- Pull the number of visits, tasks, and study assignments for each coordinator and investigator for the current week
- Calculate each person's visit load as a percentage of a defined full-capacity target
Done when Each active staff member has a visit load count and utilization percentage for the week.
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2
Google Sheets - compile the staff utilization digest
google.com
WebRun opens Google Sheets to compile the staff utilization digest. - Open the Staff Utilization Digest in Google Sheets
- Append a row for each staff member with their name, role, study count, visit count, task count, and utilization percentage
- Highlight staff above 90% utilization in red and below 50% in yellow
Done when The digest is updated with this week's utilization figures and color-coded for easy reading.
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3
Slack - post capacity summary to site leadership
slack.com
WebRun opens Slack to post capacity summary to site leadership. - Post a capacity summary to the site leadership Slack channel
- List staff flagged as over 90% utilized and those with available capacity below 50%
- Link to the full Google Sheets digest for detailed breakdown
Done when Site leadership has this week's capacity summary in Slack with overloaded and underutilized staff highlighted.
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 automatically reassign staff tasks?
No. WebRun only surfaces the utilization data. Actual reassignment decisions are made by site leadership using the digest and the Slack summary as their guide.
What counts as full capacity for the utilization calculation?
It uses the visit target per week stored in RealTime-CTMS for each staff role. You can adjust this target in RealTime-CTMS to reflect your site's actual workload norms.
Is individual staff performance data kept private?
The utilization digest is posted only to an internal Google Sheets file and a leadership-only Slack channel. It is never shared outside your organization.
Related templates
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