A site clinical trial management system organizes the day-to-day work of a research site: studies, participants, schedules, documents and sponsor billing. It is different from a sponsor CTMS that oversees multiple investigator sites. Kyros Trials is built for independent sites and small site networks.

How are visit windows calculated?

Staff record Day 1 using the anchor defined by the protocol. The schedule then uses visit offsets and early/late allowances to show target and permitted dates. Your team remains responsible for configuring those offsets correctly and reviewing schedule changes after amendments.

Can we save an out-of-window visit?

The actual visit needs to remain in the record. Kyros Trials flags window issues and connects the work to deviation follow-up rather than treating an unexpected date as a reason to discard the visit. Staff decide the appropriate explanation and subsequent action.

Does Today replace the protocol?

No. Today is an operational view of work due and outstanding. The approved protocol, site procedures and investigator oversight remain authoritative. Use the worklist to reach the relevant record, not as a substitute for reading procedure requirements or evaluating participant safety.

Can different staff see different studies?

Access is role-based and study-scoped where the workflow calls for it. Ask to inspect a coordinator and outside-monitor view during a demo. A shared schedule does not mean every user should see every study, participant or protected record.

How do we evaluate a migration?

Bring a small de-identified study export and one schedule of assessments. Review participant identifiers, Day 1 dates, visit offsets and status mapping before importing. Reconcile the results with the original export and retain the source system’s historical records under your retention policy.

Clinical trial management software for independent research sites.

Keep the protocol schedule, participant visits and outstanding site work connected from Day 1.

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Kyros Trials / Sample workspace

CARD-204 / Participant schedule

01Day 1 recorded
02Windows calculated
03Visit ready

Day 1: 29 Sep 2026
Week 4 target: 27 Oct 2026
Allowed dates: 24–30 Oct 2026
Next action: Open Week 4 source

204-0012 / Week 4 in window

Sample record. Not real participant data.

What breaks today

A coordinator needs more than a calendar appointment. The visit has an anchor date, a protocol window, required procedures and work that remains after the participant leaves. A site CTMS should keep those details together without mixing the sponsor’s oversight work with the site’s operational record. Kyros Trials brings studies, participants, Schedule and Today into one site workflow. Start with a single protocol and inspect how a date change affects the participant’s next visit before committing your team to a new system.

01I’m checking three lists before I call the participant.
A calendar can show an appointment without its protocol window. A spreadsheet may contain the window but not the source form. Staff need the participant, target date and allowed dates in the same context. The problem is reconciliation, not simply having too few calendar colors. In Veeva’s 2025 site survey, 72% rated managing multiple logins/passwords as a critical-to-moderate challenge. Third-party research. Not Kyros Trials customer results.
02Screening activity isn’t the same as enrolled progress.
Candidates, screen fails and randomized participants answer different operational questions. Combining them hides what the team still needs to do. Keep screen-fail reasons separate and check the study target against the intended progress measure rather than counting every participant record.
03The visit happened late. I still need to record it.
An out-of-window visit must not disappear just because the date is unexpected. Staff need to save what happened, identify the window issue and follow the deviation workflow. A scheduling warning is useful only if the team can still preserve the actual visit record.

Empty consultation-style meeting table — Illustrative workspace. Photo by Point3D Commercial Imaging Ltd. on Unsplash.

Studies and visits

The protocol becomes the day's work.

A schedule is useful only when your team can act on it. Follow a sample participant from Day 1 to the next visit, with the window and outstanding work in view.

CARD-204 / Schedule of assessments

Sample workflow

Visit: Week 4, Day 29
Window: 3 days early / 3 days late
Procedures: Vitals, ECG, physical exam

Illustrative workflow. Not live records or customer results.

What’s included

These are core site workflows, available with Advanced off. Access still follows your staff roles and study permissions. Optional AI depends on the plan and service configuration.

Study records: Keep the study identifier, sponsor and operating context together.
Schedule of assessments: Define visits and procedures against the study’s protocol schedule.
Day 1 anchors: Record the participant’s anchor date for scheduled visit targets.
Early and late windows: Show target dates with the permitted opening and closing dates.
Participant schedules: Inspect planned visits within one participant’s study record.
Site-wide Schedule: See appointments across the site without a separate calendar ledger.
Today worklist: Review due visits, outstanding review and unbilled work together.
Out-of-window flags: Preserve the actual visit and follow up on the window issue.
Study progress: Separate randomized progress from screen-fail reporting.
Tasks and access: Assign follow-up work while keeping study access role-scoped.

Controls and site responsibilities

Use this mapping to structure your review, not as a regulatory determination. Regulations and guidance describe expectations; your intended use, procedures, training and evidence determine how the workflow supports your study.

Regulation, software support and site responsibility
Regulation or requirement	What Kyros Trials does	What your site still owns
21 CFR 312.60	Connects study work and participant visits to the protocol context.	Conduct the investigation according to the signed agreement and protocol; protect participants.
Protocol visit windows	Shows targets and early/late dates anchored to Day 1.	Set the correct schedule, interpret exceptions and document protocol deviations.

Compliance depends on how each site validates and uses the system.

How it connects

The clinical trial management software for research sites workflow feeds the next site record while preserving the distinction between captured information, staff review and an authorized action.

01
Day 1
02
Visit window
03
Source form
04
Sponsor item

A connected record is not an automatic approval. Staff check the underlying evidence, confirm permissions and decide when the next step is appropriate. The sample demonstrates a handoff; it does not access clinical records or imply a measured customer result.

Before and after, at the site

Paper or spreadsheets compared with Kyros Trials workflows
Site task	Paper or spreadsheets	Kyros Trials
Calculate visit dates	Separate formulas copied for each participant.	Day 1 and the protocol schedule define the participant’s targets.
Find today’s work	Calendar appointments reconciled with a paper list.	Today links staff to visit and outstanding work context.
Handle a late visit	A note beside a spreadsheet cell.	The actual visit remains recorded with a window flag.
Review progress	Screening and enrolled totals mixed together.	Randomized progress and screen fails remain separate.
Hand over a study	A coordinator explains several disconnected trackers.	Study, participant and schedule entry points share the work context.

Workflow comparison, not a claim of time saved or improved clinical outcomes. Review the steps against your own protocol and operating procedures.

Bring your data from CRIO, RealTime-CTMS or spreadsheets

Start with a de-identified export and agree on the field mapping before moving records. Staff review identifiers, dates, statuses and the destination structure. Keep the original records available under your retention policy; a CSV import does not reconstruct another system’s audit trail. Document and historical-record migration require a separate review of available exports and file structure.

Review switching Open the related site resource

Published pricing, before the demo

Included in every plan. Published price: $599 per site per month.

That is the Site plan price. Starter is $299 per month with its study limits; Network is $499 per location per month for two or more locations. Core modules are included across plans. AI drafting and prescreen chat are Site and Network options and require configuration. Review current terms and limits before selecting a plan.

Review plans and pricing

Questions before you choose

Answers to the questions research sites ask most.

Still have questions? Book a demo

Related site workflows and resources

See your own protocol in Kyros Trials.

Walk through your visit schedule, source records and sponsor billing with our team.

Book a 20-minute demo