Give Every Site One Destination for Training and Guidance

Ninety percent of sites learn how to execute your protocol on the first few participants - often due to rushed startup and ineffective, 'one-and-done' training. Sites are busy, juggling visits and protocols hour by hour, day after day. Sponsors who provide support every step of the way, using a multifaceted approach, see compliance and satisfaction skyrocket.

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ProofPilot _ Website Imagery 2026_Activation HERO

Protocol Compliance Requires a Multifaceted Approach

We enable seamless collaboration between sponsors and sites through structured study startup planning, formal interactive training, and organized document exchange — giving sites everything they need to launch on time and execute your study flawlessly.

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STAFF TRAINING

ROLE-BASED TRAINING MADE SIMPLE ENSURING KNOWLEDGE TRANSFER VISIT GUIDANCE TRAINING

ORGANIZE YOUR TRAINING WITH PRECISION

Sites often lack structured and easily accessible training materials, leading to inconsistencies. Our solution lets you upload and assign site and role-specific training, including searchable, customizable documents for offline learning and videos for engaging multisensory training. Set due dates and expirations, manage training versions with automated reassignment, and generate and store certificates upon completion - ensuring consistent, efficient training across sites.

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UTILIZE ADULT LEARNING PRINCIPLES

How can sponsors ensure site staff truly understand and retain training content? With a WYSIWYG editor, sponsors can apply key adult learning principles to create interactive, engaging training with custom images, videos, and text styling. They can design assessments with tailored feedback, set passing thresholds, and issue certificates only when those thresholds are met. This solution replaces hard-to-retain, bullet-pointed slides, driving better engagement, knowledge retention, and protocol compliance at sites.

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EVERY VISIT, DONE RIGHT, AT EVERY SITE

Sites often lack standardized guidance, leading to inconsistencies in study conduct. Our solution provides predefined templates that outline participant visit-by-visit workflows and technologies ensuring consistency and compliance to protocol conduct across all sites. This eliminates burden, confusion, and errors while streamlining study visits for sites and patients everywhere.

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ProofPilot _ Website Imagery 2026_Activation Doc Exchange

DOCUMENT EXCHANGE

NEXT GEN TRACKING SOLUTION

Document management and tracking has only increased in complexity as protocols have increased procedures and now span multiple countries, time zones, and languages. With ProofPilot sponsors and sites see

Reduced site burden and administration costs
Increased site and study team satisfaction
Simplified distribution and tracking of study documents to the site
Streamlined capture of necessary documents from the site as part of study start-up and ongoing study maintenance
Integrated documents captured from sites to the eTMF

SHARE STUDY DOCS

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STUDY STARTUP PLANNER

MILESTONE BUILDER REAL-TIME TRACKING GUIDED SITE STARTUP

BUILD MILESTONES WITH PRECISION

Study startup timelines vary by country, protocol, and site type, making one-size-fits-all planning ineffective. Our solution lets you configure milestone templates tailored to each study's needs, generate audit-ready reports, and monitor performance centrally — giving teams a reliable foundation for every startup.

BUILD YOUR FIRST TEMPLATE

TRACK PROGRESS AS IT HAPPENS

Sponsors often lack an accurate, up-to-the-minute view of startup progress across their sites. Our solution tracks all sites in real time, comparing actual vs. planned milestones so delays surface immediately. Statuses update automatically based on real system activity — no manual reporting and no stale dashboards.

SEE TRACKING IN ACTION

GUIDE SITES THROUGH EVERY STEP

Sites often lack clear visibility into sponsor expectations and task deadlines, leading to confusion and delays. Our solution presents required tasks and milestone progress in a clean, intuitive interface. Teams can complete work flexibly while always understanding what's expected — reducing back-and-forth and keeping startup on track.

SEE THE SITE VIEW

Activate Sites Faster, Train Them Better

Equip sites with role-based training, streamlined document exchange, and structured startup planning — so your protocol is executed flawlessly from the very first participant.

VISIT OVERVIEW TRAINING

Create detailed visit plans for compliance
Simplify workflows with centralized instructions

TRAIN VIA DOCUMENTS & VIDEOS

Send sites, sponsors, and vendor study staff documents and multimedia training content to review
Centralize training materials in one streamlined workflow for easy distribution and tracking

MILESTONE BUILDER

Configure milestone templates by country, protocol, or site type.
Generate audit-ready reports and monitor performance centrally.

ETMF INTEGRATION

Securely stores and manages training documents and certifications, ensuring regulatory compliance
Archives communication logs, attachments, and relevant documentation for streamlined record-keeping
Enhances efficiency and compliance through seamless integration with eTMF

CTMS INTEGRATION

Milestones completed in Study Startup Planner can automatically update statuses in your CTMS, eliminating double

COMPLETION TRACKING

Monitor document task completion rates at the site level and download completed site documents
Fully centralized platform enables accelerated study start up

Frequently Asked Questions

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What is ProofPilot Activation suite?

Within the ProofPilot clinical trial platform, the Activation suite takes every site from selection to first patient in. It brings together three solutions—Staff Training, Document Exchange, and the Study Startup Planner—that work together as part of the same platform and can also be deployed independently, giving sponsors the flexibility to address their biggest activation bottlenecks first.

Who is ProofPilot Activation designed for?

Activation is built for sponsor clinical operations teams, LMS administrators, study managers, and CRO partners responsible for site slection and activation. Site coordinators and investigators are the day-to-day users—completing document tasks, accessing training content, and tracking startup progress from one destination.

How does ProofPilot support site training across a global study?

Staff Training allows sponsors to configure role-specific training curricula by site, region, and country — supporting video, PDF, and SCORM with built-in expiration and certification. The platform supports 30+ languages with browser-based access. Completed certificates and CVs are automatically filed to the eTMF, eliminating the manual upload cycle. Staff Training embodies all of the principles from the SCRS Cut25 Initiative: https://myscrs.org/cut-25/

How does the Study Startup Planner work?

Sponsors build workflows and milestone, custom confiugred to their study, countries, and site types. Each milestone auto-generates the corresponding tasks—training requirements, document requests, and sign-offs—so sites always know what is required and where they stand. Sponsors see actual vs. planned milestone status in real time and performance metrics, updated automatically as activity happens in the platform.

Is ProofPilot's Activation Suite 21 CFR Part 11 compliant?

Yes. ProofPilot's Activation suite is 21 CFR Part 11 and GxP compliant, with role-based permissions, version control, and automated eTMF filing across training documents, signed documents, and communications. Every interaction is archived automatically—reducing the risk of protocol deviations once studies go live and keeping every site inspection-ready.

What Our Clients Say

ProofPilot has taken a more holistic approach without being a heavy weight “platform” and frankly it’s refreshing!

-Top 10 Pharma Client

I really appreciate this portal. This scheduling method works best for me because I see patients during the day and sometimes the schedule varies.

-Vicky Sudan, Study Coordinator, Colorado Neurology and Headache Center

I would love to use ProofPilot in other studies. It is much more efficient for contacting referrals, especially when you have multiple studies going on.

-Bethany Dunn, Recruitment Coordinator, Flourish Research

This would be so helpful if patients from every study was using it!

-Coordinator, Global Medical Research

Through integrated workflows to ensure timely training, logistics and patient payments, we saw nearly 90% compliance from our participants

-Digital Health Researcher

We used PROOFPILOT to enroll 300 patients for DCT digital biomarker study – it delivered enormous cost savings, quality data, and great compliance.

-Top 20 Pharma Client

Give Every Site One Destination for Training and Guidance

Protocol Compliance Requires a Multifaceted Approach