2. Visit Schedule Configuration: Reference Date-Based Import Guide

This instruction explains how to import a visit schedule based on a Reference Date, as agreed with the customer.

Overview of the Visit Schedule Setup

When adding a participant, an additional field called Reference Date will be available. This date will be used to calculate the visit schedule as defined in the imported template.

• Visits will be scheduled with the status "Forecasted".
• This setup applies to approximately 90% of the trials.

For the remaining trials, paid support (if needed) will be provided for the following use cases:

• Multiple randomization arms
• Two reference dates in one visit schema

Steps to Import the Visit Schedule

1. Open the study.
2. In the left-hand menu, go to Studio.
3. Select Import templates, then choose Import Visits.
4. Click Upload in the top-right corner and import the CSV document.
5. Refer to the attachment for an example template and further explanation.

Visit import file - Fixed Offset on Reference Date

Important: If Configuration.DaysAfterLastVisit is populated, that value will be used. The min, max, and preferred settings are only considered when DaysAfterLastVisit is left empty

Option A – Fixed Offset from Previous Visit

Use the field Configuration.DaysAfterLastVisit.

The preferred date is calculated by adding the specified number of days to the scheduled date of the visit defined in LinkedActivity.

Example:

Visit 2 is linked to Visit 1, scheduled for 01-JUL-2025.

If DaysAfterLastVisit = 10, then Visit 2 is scheduled for 11-JUL-2025.

Option B – Configurable Window Range 

If DaysAfterLastVisit is left empty, use the following fields:

MinDaysAfterStartDate

MaxDaysAfterStartDate

PreferredDaysAfterStartDate

These define a window relative to the scheduled date of the linked visit.

Example:

Visit 3 is linked to Visit 2, scheduled for 11-JUL-2025.

Visit 3 settings:

Min = 5

Max = 10

Preferred = 7

Visit 3 window:

Minimum = 16-JUL-2025

Maximum = 21-JUL-2025

Preferred = 18-JUL-2025

Note: If Visit 2 is scheduled outside its intended window, it will affect Visit 3.

Alternative Setup: Link Multiple Visits to Baseline

To avoid cascading delays, link multiple visits to the baseline visit (e.g., Visit 1).

Example:

Visit 1 scheduled on 01-JUL-2025

Visit 2: DaysAfterLastVisit = 10 → Preferred = 11-JUL-2025

Visit 3:

Min = 15

Max = 20

Preferred = 17

Visit 3 window:

Minimum = 16-JUL-2025

Maximum = 21-JUL-2025

Preferred = 18-JUL-2025

In this setup, delays in Visit 2 do not affect Visit 3.