Manage site activity (Sponsors & CROs)

Audience: Sponsor & CRO Users

Purpose: Learn how to identify and respond to early signs that a site is falling behind or overwhelmed by high referral volume. This article outlines how to use the platform's tools—like the Candidates module and Insights dashboard, to detect issues early and take the appropriate follow-up steps to keep recruitment on track.

As referral volume increases, it's essential to monitor how each site is handling its assigned candidates. Whether a site is slow to respond or suddenly dealing with a spike in referrals, early intervention ensures no patient is left waiting and your recruitment timelines stay on track.

TABLE OF CONTENTS

• What to watch for
• What to do next 
• Best practices
• Related articles

What to watch for

Sites with Pending Referrals and No Action: Referrals that are in any single sub-status longer than expected. An hourglass/overdue alert will appear when there are referrals waiting longer than expected.

In the "candidates" module, filter to show referrals in a particular status and those that are considered "overdue".

Sites with High Volume of Referrals: No recent updates or contact attempts logged by the site.

Use the "my candidates and sites" tab of the "insights" module to review site volume and time in the pending site status. One method is to review the "days in process" as shown below. This study is showing 7.9 days median to progress a referral, and when this is clicked, we can see which sites are higher than the median.

There are other ways to find sites that are falling behind, including the "candidate report" download and some Excel pivot charts. Let us know your favorite way and we can add it to this article for others to use!

What to do next

For Sites Falling Behind:  You may want to consider (1) reducing the marketing spend around this location and/or request deactivation in the Honey Platform so the site doesn't get new referrals while they process the pending referrals.

For Sites with an Influx of Referrals: Alert the site staff of the metrics and volume as soon as possible so they can add staff to support or request deactivation while they process the referrals. 

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