Getting started — Part 2: Creating Participants

Background

You will now have designed your first forms—congratulations. Next you need participants: one participant record per person in the study, whether they self-report from their own devices or staff enter data on their behalf.

  • Self-reporting: Participants use the trial code, participant ID, and optional password you give them.
  • On-site or hybrid: If a study team member (including a healthcare professional) enters data for someone, you still create a participant record for that person.

Create single participants

You can onboard participants one at a time—for example as people are recruited or pass screening. You assign a participant ID and, if needed, a password. Stronger security options include:

  • Distinct participant IDs (not just p1)—for example alphanumeric codes such as 8L3HN3 or memorable phrases like fuzzy-happy-llama.
  • Per-participant passwords in addition to IDs.
  • A unique trial code, as in Part 1 — Study setup.

Important: When you create a single participant, keep a record of the password. If it is forgotten, open the participant’s record (for example the purple p1-password row) and reset it later.

Create multiple participants

For bulk onboarding or pre-generated IDs, use the multiple-participant flow.

Important: Check your Downloads folder. When you create multiple participants with passwords, Trialflare exports a CSV of auto-generated passwords. Keep it securely; you can use it to remind participants or recover from forgotten passwords.

Create intervention groups or study arms

If you already know your arms or groups, define them (for example Group A / Group B). After groups exist, you can auto-assign new participants using standard approaches (including blocking and round-robin).

Participant randomisation

Once groups exist, create single or multiple participants and assign them to groups—including automatic assignment when you need it.

Adding your own IDs

You may already have IDs from your protocol, another system, or a statistician. Upload a CSV of those IDs to Trialflare. Incoming submissions stay aligned with your existing ID list.

Upload a CSV of your own IDs

Important: If you use passwords, keep your own secure log. Trialflare does not store plaintext passwords.

You have now created participants on Trialflare. For hybrid or fully remote studies, participants still need clear instructions to sign in—continue with Part 3 — Onboarding participants.