Managing participant video call meetings

Trialflare’s integrated video calling lets you meet with participants remotely for support, capturing informed consent, or study catch-ups, without third-party meeting software.

Permissions and costs

  • Permissions: To create and manage meetings, you must be a Trial Admin or have the “Create participant meetings” permission.
  • Billing: Video calls are billed against your trial’s wallet. Charges are per participant-minute (when two or more people are in the call) and per transcription-minute (if transcription is enabled).

Creating a new meeting

To schedule a call, open a participant’s profile and select the Meetings tab.

Meetings tab on a participant profile

  1. Click New meeting.
  2. Name: Use a clear title (for example, “Consent briefing” or “Week 4 follow-up”).
  3. Start at: Set the scheduled date and time.
    Tip: Meetings are valid for 24 hours from the start time. For a room you can reuse, set the start time further in the future.
  4. Personnel: Choose which study team members should attend.
  5. Create meeting: Trialflare creates the meeting and notifies people as configured.

New meeting form

Automated notifications

  • Participants: They receive an invitation link in the Trialflare app and through any configured contact methods (email, SMS, or WhatsApp).
  • Personnel: Assigned staff get an email with a calendar invitation (.ics) that works with Outlook, Google Calendar, and similar clients.
  • Reminders: Trialflare sends reminders to staff and participants shortly before the meeting.

Hosting and joining a call

Meetings run in the web browser. No downloads or external apps are required for hosts or participants.

  • Joining as host: Study personnel use Join as host on the Meetings tab for moderator controls.
  • Participant access: Participants use a non-host link and can join once a host is in the room.

In-call features: recording and transcription

During the meeting, the host can:

  • Enable recording — save video and audio of the session.
  • Start transcription — generate a text record of the conversation.

After the call: When the meeting ends, transcriptions are processed and can be downloaded from the participant’s Meetings tab.

Editing and deleting

Meetings dashboard

You can manage meetings from the Meetings dashboard:

  • Edit — change the meeting name or assigned personnel.
  • Copy participant link — if a participant loses the invite, copy the link to send again.
  • Delete — remove the meeting; the link stops working once deleted.