Free migration
Move your research site to Kyros Trials.
Coming from another system, Excel or paper. No onboarding fee, no migration fee.
No onboarding fee. Migration is free on every plan.
What we move.
Studies
Protocols, sites, schedules of assessments and visit windows.
Participants
Demographics, consent status, screening and enrollment history.
Visits
Completed and upcoming visits, kept on their original dates.
Documents
Regulatory binder files, IRB approvals, delegation log and training records.
How it works.
- 01
Bring an export
Start with an export from your current system or spreadsheet. Agree on the transfer method with our team before sharing participant information.
- 02
We map and load it
Our team maps your data into Kyros Trials and flags anything that does not fit.
- 03
You check and go live
Review mappings, dates and record counts with us. Your staff decide when the records and workflow are ready for use.
Your export, mapped to Kyros Trials
Familiar columns. Connected records.
Participant column mapping
Sample export| In your export | In Kyros Trials |
|---|---|
| subject id | Subject number |
| first name | First name |
| last name | Last name |
| date of birth | Date of birth |
| study | Study protocol number |
| consent date | Consent date |
| day 1 | Day 1 date |
| subject status | Status |
You review before saving. Unknown studies, unknown visit codes, duplicate subjects and bad dates are flagged by row.
Product names belong to their owners.
Move with a review plan, not a blind upload.
- Confirm study identifiers, participant identifiers, visit codes and date conventions before import.
- Review missing values, duplicates and unknown study or visit references by row.
- Preserve your source exports and compare sample records before your staff approve the transition.
- Scanned paper needs a separate review and transfer plan. Do not assume an automated import preserves signatures or audit history.
A day 0–14 migration review plan
This drawn sequence is an illustrative planning timeline. It is not a promised go-live date. Export availability, document volume, staff review and procurement can change the schedule. Agree on the scope and responsible people before any transfer.
- Day 0 / Scope
- Days 1–3 / Export
- Days 4–6 / Map
- Days 7–10 / Review
- Days 11–14 / Staff approval
| Planning period | Site and Kyros Trials review |
|---|---|
| Day 0 | Identify studies, record categories and retention obligations. |
| Days 1–3 | Obtain exports and confirm safe transfer arrangements. |
| Days 4–6 | Map participant and visit columns; flag unknown values. |
| Days 7–10 | Review preview errors, compare counts and sample records. |
| Days 11–14 | Approve configuration and transition only when your team is ready. |
What can be moved, and what needs separate review
The current CSV importer handles participant and completed-visit rows after checking required identifiers, study references and dates. Documents and fee schedules are part of the assisted migration scope, not a claim that the participant CSV automatically uploads regulatory files or activates a negotiated budget. Review file structure and schedule mapping separately.
Consent evidence, original signatures and historical audit trails need their own retention plan. A consent-date cell is not a signed document. A visit-status label is not proof of source verification. Keep the source export and supporting records available so your staff can reconcile the destination record against the original.
| Record | Current approach | Review before use |
|---|---|---|
| Participants | Mapped CSV import | Identifiers, names, study reference and status. |
| Visits | Mapped CSV import | Participant code, visit code and actual date. |
| Documents | Assisted file/metadata review | Versions, approval context, originals and access. |
| Fee schedules | Assisted study/site configuration | Negotiated amounts, milestone labels and triggers. |
Column mapping without assuming a standard export
These are example headers recognized by the mapping presets, not certifications of the vendors’ export formats. CRIO and RealTime configurations can vary. Excel has no fixed schema. Inspect the actual header row and select the correct destination field; never silently treat enrollment date as first dose or Day 1.
| Destination | CRIO example | RealTime example | Excel example |
|---|---|---|---|
| Participant code | Subject ID | Subject Number | subject_number |
| Protocol reference | Study Protocol | Protocol # | protocol_number |
| Actual visit date | Completed Date | Actual Visit Date | visit_date |
| Visit identifier | Visit Name | Visit Code | visit_code |
Checks before the import becomes site work
The preview flags missing required values, duplicates, invalid dates and unknown study or visit references by row. Correct the export or mapping and review again before saving. The import uses one transaction, so a rejected batch is not a partly accepted set of participants and visits.
After import, compare record counts and inspect a sample from each important category. Check one participant’s study, one completed visit’s date and one Day 1 anchor against the original. Retain an import review record and the source export. New audit entries describe the import into Kyros Trials; they do not recreate actions that occurred in the previous system.
Keep the old record available
Plan read-only retention with the previous vendor before ending access. Kyros Trials cannot change another vendor’s account permissions or guarantee their archive pricing. Your site remains responsible for retaining investigator records, obtaining exports and meeting the applicable contract and regulatory periods.
Migration and onboarding have no published fee. Free assistance does not remove the need for staff verification, legal review or a safe transfer method. Agree on exceptions, unresolved rows and the date staff will stop entering new work in the old system. Keep an escalation contact available during the transition rather than treating a successful upload as the whole migration.
Questions people ask.
Answers to the questions research sites ask most.
Still have questions? Book a demo
Plan the move around your actual records.
Walk through your visit schedule, source records and sponsor billing with our team.
Book a 20-minute demo