Site and user activation (Sponsor & CRO admins)

Audience: Sponsor Admins (with access to the Study Settings module)

Purpose: Learn how to monitor and manage user and site activation in the Honey Platform to ensure sites are ready to receive referrals. This guide walks Sponsor Admins through the Study Users and Sites sections of Study Settings, including how to identify inactive users, re-invite expired accounts, verify site readiness, and apply best practices to avoid referral delays. 

As your study starts active recruitment, monitoring site and user activation is an essential activity to ensure sites are able to receive referrals in Honey. This guide will help Sponsor Admins with access to the Study Settings module on how to use the Study users and Site sections to monitor study user and site statuses. 

TABLE OF CONTENTS

• Study Users
  • Filters and Searching
  • Status
  • Re-inviting Expired Invitations 
• Sites
  • Filters and Searching
  • Users
  • Status
• Best Practices

Study Users

The Study Users section of Study Settings is the place to invite your study users to Honey, assign their role in the study, and assign site permissions. For reach user, you will see:

• Email address
• Name (if the user has activated their account)
• Status
• Role
• Site permissions
• Last login date
• Last invitation date

Filters and Searching

To find a specific user or a group of users, you can use the site, role, or status filters in addition to the search box.

If you would like to export the results of your filtering/search, click the Export data button to open the export screen.

Note: Only results displayed on the page will be exported. If your search results span more than one page, click the Export data button on subsequent pages to export the full results.

Status

Users in Honey can have one of four different statuses:

1. Invited - An email invitation has been sent to the user but the account has not been activated
2. Activated - The user has accepted the invitation and their account is active
3. Expired - The user has not accepted their invitation within 30 days and will need to be re-invited to activate their account
4. Blocked - The user has been blocked from logging in to Honey for the study
   
   

Site users must have permissions for their site assigned and have an Activated account in order to receive referral emails. For more on the referral process, click here. 

Re-inviting Expired Invitations 

If you need to send another invitation to an Expired user, click the three dots on the right and select Send invitation again. The user(s) will have another 30 days to accept this invitation before it expires. This action will also update the Last Invitation Date. 

Sites

The Sites section of Study Settings is where Sponsor Admins can add and edit sites, view and change the site status and monitor if sites have active users in Honey. For each site you will see:

• Users
• Site ID
• Name of the site
• Status
• Address Locale (country)
• Languages
• Principle Investigator Name
• Site Contact Name

Filters and Searching

To find a specific site or a group of sites, you can use the language, status, or type filters in addition to the search box.

Note: The Type filter allows you to filter between physical sites and waiting rooms. Most sites will be physical sites depending on your Honey configuration. 

Users

The Users column displays two different icons indicating if a site has active users or no active users. Hovering your courser over the icon will display the number of active users with permissions for that site.

Active Users Icon	No Active Users Icon

It is highly recommended to only activate sites with active users so any referrals pushed to the site are contacted for follow up promptly. However, Honey will still allow sites to be activated without active users. 

Status

There are four statuses sites can have in Honey:

1. Draft - The site is being configured and cannot receive candidates. Sites in a Draft status can have users (site users, phone assessment users, sponsor users, etc.) invited to it in preparation for receiving candidate referrals once activated. 
2. Active - The site is ready for and available for referrals. It is shown to candidates in the self-assessment site selector, if used, and is available as an option for phone assessment users to assign new referrals to. 
3. Paused - The site is temporarily paused from receiving candidate referrals. The site is NOT shown to candidates in the self-assessment site selector, but candidates already in Honey can still be sent to it by phone assessment users. 
4. Deactivated - The site will no longer be used in the study and does not appear in the site selector for candidates or in the list of available sites for referrals for phone assessment users. Site users who are assigned to a Deactivated site, can still log in to review and update existing candidate referrals.  

To change a sites' status, click on the three dots on the left of the page and select the applicable status.

For more information on site statuses click here.

Best Practices

• When your study is at the start of recruitment through Honey, check the Study users section of Study settings to identify users who have not activated their accounts and reach out to site users to ensure they received their invitations and they understand next steps to begin receive referrals.
• Communicate to site users that they have 30 days to accept their Honey account invitations. 
• Check the Site section of Study Settings to verify sites have Active users before activating the site.