Labs and institutes with no software team
You run studies, not software projects. We build the system, host it and keep it running, so nobody on your staff has to become the IT person.
For research labs and institutes
Participant tracking built for your study,
not a spreadsheet
Andolasoft builds research participant tracking software around the way your study runs: enrolment, consent and visits in one place. It is made for labs with no software team, and we keep running it after launch.
From a research institute project
- 2
- Mobile platforms: iOS and Android
- Encrypted
- Data in transit between apps, portal and server
- Offline
- Save, share and sync
- 1
- Record shared by participants and coordinators
Figures describe one platform we built for a US research institute. The client is not named.
What does Andolasoft build for research labs?
Andolasoft builds custom participant tracking systems for research studies. The system keeps one record per participant for enrolment, consent and visits, and replaces the spreadsheets and shared drives a study team would otherwise use. Each person sees only what their role allows, and changes are logged. Andolasoft hosts and maintains the system after launch, so the lab does not need its own software team.
What it does
What a participant tracking system does for your lab
The same four jobs your coordinators do today, without the copying, checking and chasing.
| Task | In a spreadsheet today | With a tracking system |
|---|---|---|
| Enrolment | One shared file that several people edit, with no record of who changed what. | One record per participant, with a status everyone sees and a history of changes. |
| Consent and re-consent | A column of dates, checked by hand before each visit. | Consent status sits on the participant record, and the system flags who needs to re-consent. |
| Visits and follow-ups | Calendar entries and reminder emails kept by one coordinator. | A visit schedule per participant, with reminders and a list of what is overdue. |
| Reporting | Numbers copied into a new sheet each time a sponsor or committee asks. | Recruitment and status counts pulled from the same records the team works in. |
Who this is for
Built for study teams, not IT departments
Studies that have outgrown spreadsheets
More participants, more coordinators or a longer follow-up period than a shared file can handle safely.
Sites running more than one study
Each study keeps its own participants, schedule and access rules, and your team works in one place.
How we build it
Four steps from your spreadsheet to a running system
You stay in control of what the system does. We do the building and the running.
- 1
Map how you track today
We go through your current spreadsheets, forms and steps with the people who use them, and write down what the system must do.
- 2
Pilot on one study
We build the first version around a single study, so your coordinators can try it with real work before anything else moves.
- 3
Move your records over
Existing participant records are brought in from your spreadsheets and checked with your team.
- 4
Launch and run it
We host, monitor and update the system after launch, and change it when your study changes.
Data protection
Keeping participant data protected
Participant records are personal, and often health information. These are the controls we design in from the start.
Access by role
Each person sees only what their role needs. A coordinator, an investigator and an administrator do not get the same view.
A record of who did what
Changes to participant records are logged, so you can answer who changed a record and when.
You decide where data lives
The system can run on cloud infrastructure built for protected health information, or on your institution’s own servers.
Protected in transit
In our research institute project, data is encrypted between the apps, the coordinator portal and the server.
See how that project was builtThe full list, and what we do not claim, is on our security and data handling page. For how Andolasoft itself handles personal data, see our privacy policy.
Fits with what you have
Works with REDCap and your existing files
A custom system does not have to replace everything. It covers the gaps your current tools leave.
Alongside REDCap
Many labs collect study data in REDCap. A custom tracking system can sit next to it and cover what your team still does by hand, such as scheduling, reminders or a participant app.
About REDCapYour existing spreadsheets
You do not start from an empty system. Current participant lists and visit logs are brought in during setup.
A participant mobile app, if you need one
When participants need to log data themselves, the same system can include iOS and Android apps, as it did for a US research institute.
Read the case studyFrom a research institute project
What we built for a US research institute
A biological research institute needed to collect daily health data from study participants. We built one platform for participants and coordinators.
Participants
iOS and Android apps
Participants log food, sleep, exercise and medication each day. The apps keep working without a signal and sync later.
Coordinators
A coordinator portal
Research coordinators review logged data, photos and survey responses in a web portal.
Data
Infrastructure built for health data
The apps, the server and file storage run on infrastructure built for protected health information. Health data from Apple HealthKit and Google Fit is read only with each participant’s consent.
Questions about participant tracking
It is a system that keeps one record for each person in a study: their enrolment status, consent, scheduled visits and follow-ups. It replaces the spreadsheets and calendar reminders that coordinators otherwise keep by hand.
Yes. Many labs keep REDCap for data collection and add a custom system for the parts they still do by hand, such as scheduling, reminders or a participant app. How the two connect depends on your setup, so we look at that in the first review.
Yes. The system can run on cloud infrastructure built for protected health information or on servers your institution controls. We agree where the data lives before anything is built.
The system is built for your study, so it can be changed when the study changes: a new visit, a new consent version or a new status. We keep running it after launch and make those changes with you.
We do. We host, monitor and update the system after launch. If you later want your institution to take it over, we hand over the documentation and the code.
Request a free 30-minute review. A solutions architect replies within one business day. We can sign an NDA before the first technical conversation.
Read next
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Read articleTell us how your study tracks participants today
We will look at your current spreadsheets and steps, and tell you what a tracking system for your study would cover. You will hear back from a solutions architect within one business day.
We can sign an NDA before the first technical conversation.