How do I add or import candidates in Honey? (Site Users)

Audience: Site Users

Purpose: Learn how to manually add a single candidate or import multiple candidates into Honey.

TABLE OF CONTENTS

• Overview
• Before you begin
• Option 1: Add a single candidate
  • Step-by-step
• Option 2: Import multiple candidates
  • Step-by-step
• What happens next?
• Best practices
• Common issues
  • I don’t see “Add candidate”
  • I can’t save the candidate
• Still need help?
• Related articles

Overview

If enabled for your study, you can add candidates directly into Honey. This is useful when:

• A patient contacts your site directly
• You are working from an external referral list
• You want to track candidates outside the standard referral flow

Candidates added this way will be clearly identified as referrals from your site and can be managed like any other candidate.

Before you begin

• You must have the “Add candidate” feature enabled for your study
• You are responsible for ensuring proper patient consent before adding any data
• At least one of the following is required:
  • Subject ID
  • Email
  • Phone

Important notes for adding candidates to Honey

1. All added candidates will be marked as site referrals assigned to your location

2. You must have explicit consent for all individuals

3. Data accuracy is important. Incorrect entries may impact reporting and outreach

Option 1: Add a single candidate

Step-by-step

1. Go to the Candidates module
   Open your study and navigate to Candidates.
2. Click “Add” → “Add candidate”
   Use the Add button near the top of the candidate list.
3. Complete the candidate form
   Fill in the available fields:
   • Site (if applicable)
   • Language
   • Name
   • Subject ID (optional)
   • Email and/or Phone(at least one required)
   • Optional details:
     • Date of birth
     • Gender
4. Confirm consent
   Check the box confirming you have obtained the required consent.
5. Click “Add candidate”
   The candidate will be created and added to your list.

Option 2: Import multiple candidates

Step-by-step

1. Go to the Candidates module
2. Click “Add” → “Import candidates”
3. Select Site and Language
4. Review the consent notice carefully
5. Confirm consent checkbox
6. Click “Next” to proceed with the import process

You’ll then continue with uploading and mapping your candidate data (if configured for your study).

What happens next?

Managing these candidates follows the same workflow as standard referrals.

After adding a candidate or importing multiple candidates:

• The candidate will appear under In site assessment
• Their status will begin as New
• You can immediately:
  • Review their details
  • Contact them
  • Update their status
• Automated notification:
  The candidate will receive an automated message from Trialbee informing them that their information has been shared with the study. This message also includes details on how they can contact Trialbee (via the privacy email) if they would like their data to be removed.

Best practices

• Check for duplicates first to avoid creating multiple records
• Add complete contact details to enable faster follow-up
• Act quickly by adding new candidates should be contacted as soon as possible
• Use statuses and comments to track progress clearly

Common issues

I don’t see “Add candidate”

• The feature may not be enabled for your study
• Contact your study administrator or Trialbee support

I can’t save the candidate

• Make sure at least one of Subject ID, Email, or Phone is entered
• Ensure the consent checkbox is selected

Still need help?

Submit a request via the Help widget or email support@trialbee.com

Related articles

Review the referral

Contact the referral

Update the referral

Honey's candidate status definitions

How to access all support articles