Monitor for referrals (Sponsors & CROs)

Audience: Sponsor & CRO Users

Purpose: Learn how to monitor early referral activity for your study sites using the Candidates module in the Honey Platform. This article outlines how to check for active site users, verify whether referrals have been actioned, and follow up when needed to ensure timely patient contact.

TABLE OF CONTENTS

• Step-by-step: how to monitor site engagement
  • 1. Open the Candidates module
  • 2. Select the referral and open the Candidate Progress tab 
  • 3. Check for active site users 
  • 4. See if the referral has been actioned 
    • Example
  • No activity yet? Send a reminder 
  • Keep the momentum going
  • Related articles

As your study begins receiving referrals, it's important to log into the Honey Platform daily. Early engagement builds consistency and ensures candidates don’t go untouched. This article walks through best practices for tracking site responsiveness and supporting follow-up in the early stages of recruitment. 

Step-by-step: how to monitor site engagement

1. Open the Candidates module

From the left-hand menu, click Candidates to view incoming referrals. 

2. Select the referral and open the Candidate Progress tab 

Click into a referral, then select the Candidate Progress tab.

This view displays a full activity log of site interaction with the candidate complete with timestamps and user details.

3. Check for active site users 

Hover over the site name within the referral view.

• If you see “Copy site emails” in bold text, it means there are active site users.
  → Click to copy the email addresses to your clipboard for outreach.

• If the option is greyed out, no active users are currently linked to the site.

Active site users - click to copy	No active site users

If there are no active site users, it may be worth requesting the invitation to be resent or reaching out to the site to locate and accept their invitation. 

4. See if the referral has been actioned 

The Candidate Progress tab will show:

• Which users have interacted with the candidate

• What actions were taken

• Exact dates and timestamps

You’ll also see this reflected in the candidate’s sub-status (e.g., Viewed, Contacted, Visit Scheduled, etc.).

Example

The site user in the image below contacted the candidate on May 1, 2025, with no further activity logged after May 12, 2025.

No activity yet? Send a reminder 

If there has been no action – send a reminder to the site user to log in. 

Reminding sites early in the study sets the tone for consistent referral management. A few early nudges can lead to stronger habits and better enrollment outcomes. 

Keep the momentum going

Repeat this check-in process regularly until your sites begin proactively logging in and managing referrals without external prompts. Building momentum in the early weeks can lead to sustained recruitment performance over time. 

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