Automated Clinical Trial Visit Window Reminders
Every morning, WebRun opens RealTime-CTMS, finds every enrolled subject with a protocol visit window closing in the next 5 days, ranks them by urgency, and posts a prioritized alert to the site Slack channel and a running tracker in Google Sheets.
How do I get daily alerts when a subject's visit window is about to close?
WebRun opens RealTime-CTMS every morning, identifies every enrolled subject whose protocol visit window closes within 5 days, and posts a ranked alert to your Slack channel and a color-coded tracker in Google Sheets, so coordinators always know which deadlines need action today.
- Coordinators see every closing visit window each morning before it becomes a protocol deviation
- Urgent cases surfaced with days remaining so teams act before deadlines pass
- Completed visits automatically cleared from the alert list each day
Built for clinical research coordinators · research site directors · site networks · CRO site managers
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 subjects with closing visit windows
realtime-ctms.com
WebRun opens RealTime-CTMS to find subjects with closing visit windows. - Open RealTime-CTMS and go to the Visit Tracking or Upcoming Visits screen
- Filter for active enrolled subjects whose next required visit window closes within 5 days
- Capture subject ID, protocol, visit type, window open date, and window close date for each
Done when All subjects with an imminent window closure are listed with their deadline details.
-
2
Slack - post prioritized window-closure alert
slack.com
WebRun opens Slack to post prioritized window-closure alert. - Post a ranked alert to the site coordination Slack channel
- List subjects by days remaining, with the most urgent at the top
- Include the subject ID, visit type, and exact window close date in each row
Done when Coordinators have today's window-closure alert in Slack, sorted by urgency.
-
3
Google Sheets - update the window-deadline tracker
google.com
WebRun opens Google Sheets to update the window-deadline tracker. - Open the visit-window deadline tracker in Google Sheets
- Upsert each subject's current window status and days remaining
- Mark rows green when a visit is completed and red when fewer than 2 days remain
Done when The tracker reflects today's window status for every at-risk subject.
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 contact subjects about their upcoming visit?
No. WebRun only posts an internal alert to your Slack channel and updates Google Sheets. Reaching out to subjects is left entirely to your coordinators.
How does it calculate the window deadline?
It reads the protocol-defined visit window dates stored in RealTime-CTMS for each subject, so the deadline is pulled from your actual study protocol schedule.
What if a subject has already completed the visit?
Completed visits are excluded each morning because WebRun reads the current visit status from RealTime-CTMS before building the list.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.