Scheduling & Enrollments

A schedule describes when a questionnaire (or some of its sections) becomes available to a respondent and for how long. An enrollment assigns a specific patient to a published questionnaire with one or more of its schedules, within an overall start and end date. The mobile app turns this into a calendar of slots and reminders; the web app shows the same calendar to clinicians.

Schedules

Open a questionnaire and go to Scheduling. The Schedule tab lists the schedules defined for this questionnaire; Calendar Preview projects them onto a calendar so you can check the resulting pattern.

A schedule is created in a wizard with four tabs.

General

Field	Meaning
Schedule Name	Shown to the patient in the mobile app.
Description	Also shown in the mobile app; explain what the patient is asked to do.
Sections to include	The sections combined into this schedule. Selecting a subset lets one questionnaire drive several different questionnaires in the app (for example a short daily check and a longer weekly review). Preview Section Questions shows what is included.

A schedule can contain several sub-schedules, each with its own planning, so a single named schedule can express "daily at 08:00 for two weeks, then weekly on Mondays".

Planning

Each sub-schedule answers a series of questions:

Question	Options
How should the questionnaire be made available?	One-time (a single slot), Scheduled Times (repeating slots), Spontaneous (always available within the window).
What repetition pattern should be used? (Scheduled Times only)	Intervals (every N minutes/hours/days/weeks/months), Weekdays (selected days of the week), Specific Dates (a list or a range).
How many days after enrollment should this schedule start?	An offset in days and an optional time of day; leave at 0 to start with the enrollment.
How many days after enrollment should this schedule end?	An offset in days, or leave empty for no end (the schedule runs until the enrollment ends).
At what times of the day should the questionnaire be available?	One or more clock times per day.
How long after being available does it remain valid?	The validity window of each slot (for example 2 hours). Leave empty for no expiry within the day.

Every required choice must be made explicitly; the wizard does not advance with unanswered planning fields.

Variables

If the questionnaire defines variables, you can set Initial Variables for this schedule. Every enrollment using the schedule starts the questionnaire with those values, which lets logic and scoring adapt to the context (a baseline visit versus a follow-up, for example).

Summary

A sentence describing the schedule in plain language ("This questionnaire repeats every 1 day at 08:00 and stays valid for 2 hours, starting after day 0") plus a weekly, yearly or list view of the generated slots.

Slots and access windows

The planning above produces slots: concrete time windows during which the questionnaire can be answered.

• For One-time and Scheduled Times, each slot accepts exactly one submission per enrollment. A second attempt within the same window is rejected, which prevents duplicate answers when a patient reopens the app.
• For Spontaneous, the questionnaire is open at any moment inside the enrollment window and can be answered repeatedly.
• Outside any slot the questionnaire is visible but not answerable; the app shows when the next slot opens.

Enrolling a patient

Enrollment starts from a patient record (Enroll with questionnaire) or from a questionnaire's Publishing & Enrollments page (New Enrollment). The questionnaire must be published. The wizard has these steps:

1. Questionnaire: pick the questionnaire and version; Preview renders it.
2. Participants: assign the patient (or yourself, or another user) to one or more schedules. You can create a new schedule here, edit an existing one, or preview the questionnaire as it will appear under a schedule. A Calendar View shows the combined slots.
3. Details: the enrollment window (Start immediately or a date; an end date or Never) and an optional description visible to providers.
4. Review: a recap of questionnaire, window, participants and schedules. If the patient already has an active enrollment for the same questionnaire, a warning explains that a second, parallel enrollment will be created.

Confirm with Enroll Questionnaire.

Consent

If the questionnaire has mandatory legal documents (see Consent Documents), the enrollment starts in Pending consent until the patient accepts them in the mobile app. A clinician can also record consent given in person with Accept Consent, and can open View Consent to see the documents and the consent records with timestamp and device.

Enrollment statuses

Status	Meaning
Pending consent	Waiting for the patient to accept mandatory documents.
Enrolled	Active; slots are generated and the patient can answer.
Completed	The enrollment window has ended.
Terminated by Provider	Cancelled by a clinician (Cancel Enrollment).
Terminated by Patient	Ended by the patient from the app.
Timed out	Consent was not given before the enrollment window started.

The Enrolled Patients tab lists enrollments with patient, start and end dates and status, with filters per status.

Editing after enrollment

Schedules belong to the questionnaire version. Changing a schedule affects enrollments created afterwards. To change the plan for a patient who is already enrolled, cancel the enrollment and create a new one with the updated schedule; past submissions are kept.

What the patient sees

In the mobile app each enrollment appears as a questionnaire card with the schedule name and description. Upcoming slots are listed with their opening time; an open slot shows Answer now; reminders are delivered as notifications at the slot start (spontaneous schedules do not send reminders). Users enrolled in questionnaires can also answer from User Profile → My Questionnaires in the web app. See the Mobile App section for details.

Troubleshooting

Symptom	Likely cause	What to do
Cannot enrol: questionnaire not published	Enrollments require a published version	Publish the questionnaire first.
The wizard will not advance from Planning	A required planning field is empty	Fill every question, including times of day and validity where the pattern needs them.
Patient sees the questionnaire but cannot answer	No slot is currently open, or the enrollment is pending consent	Check Calendar Preview and the enrollment status; confirm the device has synced.
"Already submitted for this slot"	A submission already exists in the current window	Expected for one-time and scheduled slots; wait for the next slot or use a spontaneous schedule.
No reminders on the phone	Spontaneous schedule, notifications disabled on the device, or app not synced	Use a scheduled pattern; check notification permission; open the app to sync.
Two enrollments for the same patient	The duplicate warning was accepted	Cancel the unintended enrollment.