Every prospective participant, in one place
Lead Tracking CRM
A purpose-built CRM for clinical research that captures leads from every source and tracks each person from first touch to enrollment.
What you get
- Multi-source capture: web forms, referrals, registries, and bulk imports
- Full contact history on a single timeline, with an edit trail on every note
- Smart deduplication and merging that preserves documents and visit history
- Custom fields, tags, and per-study subject IDs for your therapeutic areas
- Phone-friendly card layouts, so the lists your team lives in work on the move
Why it matters
Stop juggling spreadsheets and sticky notes. Trialflow gives every coordinator a single, deduplicated view of each prospective participant — with the full history of calls, texts, emails, notes, visits, and consent attached to the record, so nothing is lost when a candidate moves between team members.
See it in action
Lead Tracking CRM, inside Trialflow
FAQ
Lead Tracking CRM questions, answered
How is this different from a general-purpose CRM like Salesforce or HubSpot?+
Trialflow is built specifically for clinical research. Records are structured around participants, studies, and protocol eligibility — not deals and revenue — so coordinators get recruitment-native fields, statuses, and matching out of the box instead of bending a sales CRM to fit.
Where can leads come from?+
Web and qualification forms, physician and self-referrals, registry exports, and bulk spreadsheet imports all flow into one database. You can also push leads in programmatically through the Trialflow API.
How does deduplication work?+
Trialflow matches incoming records against your database on identifiers like name, date of birth, phone, and email, then flags likely duplicates so you can merge them — you can merge a subset of a duplicate group, and merged records keep their documents, visit history, and alternate contact details rather than losing them.
Can I see who changed a note, and what it said before?+
Yes. Activity notes are editable, and every edit is kept with the previous wording, who changed it, and when — so the record stays accurate without quietly rewriting history.
Can I customize fields and tags for my therapeutic areas?+
Yes. Add custom fields and tags to capture the data that matters for your studies — indication, prior treatments, referral source, or anything else — and filter and segment your database by them.
What happens to a participant’s history when they move between coordinators?+
Nothing is lost. Every call, text, email, note, and status change lives on a single timeline attached to the record, so whoever picks the candidate up next sees the complete history immediately.
Is there a limit to how many contacts I can store?+
Contact capacity scales with your plan — 2,500 on Starter, 10,000 on Growth, and 25,000 on Scale, with unlimited contacts available on Enterprise.
See Lead Tracking CRM in action
Get a personalized walkthrough tailored to your studies and therapeutic areas.