Audience: Sponsor Admins, Sponsor & CRO Users
Purpose: Provide ready-to-use email templates for managing site engagement and coordinating with Trialbee Support throughout a study.
TABLE OF CONTENTS
- Introduction to the article
- No active users — follow up directly with site (to Site)
- Invitation not accepted – Resend request (to Trialbee)
- Request to add a new site user (to Trialbee)
- Reminder for sites to access the Honey Platform to process referrals (to Site)
- Alert site to high referral volume (to Site)
- Offer support to a site (to Site)
- Request referral reallocation (to Trialbee)
- Request site to be paused (to Trialbee)
- Request to set site to Inactive (to Trialbee)
- Congratulate a high-performing site (to Site)
- Study offboarding notice (to Site)
- Related articles
Introduction to the article
This article provides ready-to-use email templates for managing site engagement throughout a study. Templates are intended for Sponsor Admins and Sponsor & CRO Users who communicate directly with sites or coordinate with Trialbee Support.
Each template opens a pre-addressed email in your default mail client. Replace all text in [brackets] before sending. Templates marked "to Trialbee" are addressed to support@trialbee.com; templates marked "to Site" require the site contact's email address.
No active users — follow up directly with site (to Site)
When to use: A site still has no active users after Trialbee has already resent the invitation. Use this to follow up directly with the site contact.
Invitation not accepted – Resend request (to Trialbee)
When to use: A site has no active users listed and is not processing referrals.
Request to add a new site user (to Trialbee)
When to use: A site needs an additional user added to Honey, or a new contact has replaced the existing one.
Reminder for sites to access the Honey Platform to process referrals (to Site)
When to use: A referral is sitting unprocessed and the site needs a nudge to review it.
Alert site to high referral volume (to Site)
When to use: The site is receiving more referrals than usual and may need help processing them.
Offer support to a site (to Site)
When to use: You want to proactively offer help to a site seeing high volume or slow progress.
Request referral reallocation (to Trialbee)
When to use: A site is struggling and you'd like referrals redirected elsewhere.
Request site to be paused (to Trialbee)
When to use: The site cannot keep up with referrals and you want Trialbee to pause new ones temporarily.
Request to set site to Inactive (to Trialbee)
When to use: A site is permanently closing to new referrals — not a temporary pause. Use when the site has withdrawn from the study, reached capacity, or is otherwise done receiving candidates.
Congratulate a high-performing site (to Site)
When to use: A site is converting referrals well or has shown consistently strong engagement. Use for positive relationship management.
Study offboarding notice (to Site)
When to use: Recruitment is ending and the site needs to know when referrals will stop and what to do with any remaining candidates in their queue.
Related articles
Manage site activity (Sponsors & CROs)
How to see if sites have active users (Sponsors & CROs)
Monitor for referrals (Sponsors & CROs)
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