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Metricis User Guide

This guide is for researchers, study coordinators, and clinicians using the Metricis platform to manage cognitive assessments in clinical research.

Table of Contents

  1. Getting Started
  2. Researcher Portal
  3. Study Management
  4. Participant Management
  5. Battery Configuration
  6. Visit Scheduling
  7. Notifications
  8. Reports & Analytics
  9. Data Export
  10. REDCap Integration
  11. Mobile App
  12. FAQ

Getting Started

Accessing the Portal

  1. Open your browser and navigate to https://portal.yourdomain.com
  2. Enter your email and password
  3. Click Sign In

First-Time Login

On first login, you'll be prompted to: 1. Change your temporary password 2. Review and accept the terms of use 3. Set up two-factor authentication (if required)

Dashboard Overview

The dashboard shows: - Active Studies - Studies you have access to - Recent Activity - Latest participant enrollments and completions - Upcoming Visits - Visits scheduled in the next 7 days - Overdue Visits - Visits past their completion window

Researcher Portal

Section Description
Dashboard Overview of all studies and activity
Studies Create and manage research studies
Participants View and manage enrolled participants
Batteries Configure cognitive assessment batteries
Schedules Set up visit windows and reminders
Reports View analytics and generate reports
Export Download data for analysis
Templates Browse and apply study templates
Settings Account and notification preferences

User Roles

Role Permissions
Admin Full access to all features
Coordinator Manage participants, view reports
Researcher View data, export reports
Read-Only View-only access

Study Management

Creating a New Study

Option 1: Create from Scratch

  1. Navigate to Studies > Create New Study
  2. Fill in study details:
  3. Study Code - Unique identifier (e.g., NEURO-2024-001)
  4. Study Name - Descriptive title
  5. Description - Purpose and overview
  6. Status - Draft, Active, Paused, or Completed
  7. Configure settings:
  8. Supported Languages - Select available languages
  9. Consent Mode - Built-in or external consent
  10. REDCap Integration - Enable/disable sync
  11. Click Create Study

Option 2: Create from Template

  1. Navigate to Studies > Templates
  2. Browse available templates by category:
  3. Screening - Quick cognitive screening batteries
  4. Neurological - MS, Parkinson's, stroke assessments
  5. Psychiatric - Depression, anxiety, ADHD studies
  6. Pediatric - Child-specific assessments
  7. Aging - Cognitive aging and dementia studies
  8. Oncology - Chemotherapy-related cognitive impairment
  9. Sports - Concussion return-to-learn protocols
  10. Click Preview to see what the template includes
  11. Click Use Template
  12. Enter your study code and name
  13. Click Create Study

Templates automatically create: - Pre-configured batteries with appropriate cognitive tasks - Visit windows with standard timing - Recommended language settings

Study Settings

Access settings by clicking the gear icon on a study card:

  • General - Name, description, status
  • Languages - Add/remove supported languages
  • Consent - Configure consent forms
  • REDCap - Field mapping configuration
  • Team - Add/remove team members

Study Status

Status Description
Draft Study is being configured, no enrollments
Active Accepting enrollments, assessments running
Paused Temporarily suspended, no new enrollments
Completed Study finished, read-only access

Participant Management

Enrolling a Participant

  1. Navigate to Studies > Select your study > Participants
  2. Click Enroll Participant
  3. Fill in participant details:
  4. Participant Code - Unique ID (e.g., P001)
  5. External ID - Optional link to external system (e.g., REDCap record ID)
  6. Email - For email notifications (optional)
  7. Phone - For SMS notifications (optional)
  8. Preferred Language - Default assessment language
  9. Click Enroll

Participant Details

Click on a participant to view:

  • Profile - Basic information and status
  • Sessions - Completed and in-progress assessments
  • Scheduled Visits - Upcoming and past visits
  • Notifications - Sent reminders and their status
  • Notes - Internal notes and comments

Participant Status

Status Description
Enrolled Active in study
Withdrawn Voluntarily withdrew
Lost to Follow-up Unable to contact
Completed Finished all assessments
Screen Failed Did not meet criteria

Bulk Import

To import multiple participants from a file:

CSV Import

  1. Navigate to Participants > Import
  2. Click Download Template to get a CSV template
  3. Fill in the template:
  4. participant_code (required) - Unique participant identifier
  5. external_id (optional) - External system reference
  6. site_code (optional) - Site assignment
  7. preferred_language (optional) - Language code (en, fr, es, etc.)
  8. Click Upload CSV and select your file
  9. Configure import options:
  10. Skip duplicates - Skip rows with existing participant codes
  11. Create missing sites - Auto-create sites that don't exist
  12. Review the preview showing what will be imported
  13. Click Import

Excel Import

  1. Navigate to Participants > Import
  2. Click Upload Excel and select your .xlsx file
  3. Select the sheet to import (uses first sheet by default)
  4. Configure import options (same as CSV)
  5. Review and click Import

Import Results

After import, you'll see a summary: - Imported - Successfully created participants - Skipped - Duplicate codes that were skipped - Errors - Rows that failed with details

You can download a detailed error report for troubleshooting

Battery Configuration

Understanding Batteries

A battery is a collection of cognitive tasks configured for a specific assessment timepoint. Each study can have multiple batteries (e.g., Screening, Baseline, Follow-up).

Creating a Battery

  1. Navigate to Batteries > Create New Battery
  2. Enter battery details:
  3. Name - e.g., "Baseline Assessment"
  4. Code - e.g., baseline_v1
  5. Version - Track changes (e.g., "1.0")
  6. Study - Associate with a study
  7. Add modules by dragging from the available tasks
  8. Configure each module:
  9. Required - Must complete to finish battery
  10. Show Break After - Insert break screen
  11. Custom Config - Task-specific parameters
  12. Click Save Battery

Available Cognitive Tasks

Domain Tasks
Processing Speed Simple RT, Choice RT, Digit Symbol
Attention CPT Go/NoGo, Flanker, MOT, Divided Attention
Working Memory N-Back, Digit Span, Corsi Blocks
Executive Function Trail Making, Letter-Number, WCST
Memory Verbal Paired Associates, Visual PA
Patient-Reported PROMIS Pediatric, MFIS

Task Configuration Options

Each task can be customized:

Simple RT:
- practice_trials: 5
- main_trials: 20
- stimulus_duration: 500ms
- inter_trial_interval: 500-1500ms

Visit Scheduling

Understanding Visit Windows

A visit window defines when a participant should complete an assessment:

  • Target Day - Days from enrollment (e.g., Day 0, Day 30)
  • Window Before - Days allowed before target
  • Window After - Days allowed after target

Example: Baseline (Day 0, ±0 days), Month 1 (Day 30, ±3 days)

Creating Visit Windows

  1. Navigate to Studies > Select study > Schedules
  2. Click Add Visit Window
  3. Configure:
  4. Code - e.g., baseline, month_1
  5. Name - Display name
  6. Target Day - Days from enrollment
  7. Window Before/After - Flexibility range
  8. Battery - Which assessment to complete
  9. Required - Mandatory or optional
  10. Click Save

Visit Status

Status Description
Scheduled Before window opens
In Window Currently within completion window
Overdue Past window close date
Completed Assessment finished
Missed Window closed without completion
Cancelled Manually cancelled

Scheduling Visits for Participants

Visits are automatically scheduled when: 1. A participant is enrolled 2. Visit windows are defined for the study

Manual scheduling: 1. Go to Participant > Scheduled Visits 2. Click Schedule Visit 3. Select visit window and date 4. Click Schedule

Notifications

Notification Types

Type Description Requirements
Email Assessment reminders via email Participant email
SMS Text message reminders Participant phone
Push Mobile app notifications App installed

Automatic Reminders

The system automatically sends reminders:

  1. Upcoming - 1 day before window opens
  2. Due - When window opens
  3. Overdue - Daily until window closes

Notification Templates

Customize messages in Settings > Notification Templates:

Template Code: reminder_upcoming
Subject: Upcoming Assessment: {{visit_name}}
Body:
Hello,

Your {{visit_name}} assessment is coming up on {{scheduled_date}}.

You can complete it between {{window_start}} and {{window_end}}.

Please open the Metricis app to begin.

Study: {{study_name}}

Available variables: - {{participant_code}} - {{visit_name}} - {{scheduled_date}} - {{window_start}} - {{window_end}} - {{study_name}}

Manual Notifications

To send a notification manually: 1. Go to Participant > Scheduled Visits 2. Click the notification icon next to a visit 3. Select notification type 4. Click Send

Notification History

View all sent notifications in Participant > Notifications: - Date/time sent - Type (email, SMS, push) - Status (sent, failed, pending) - Error message (if failed)

Reports & Analytics

Dashboard Reports

The dashboard provides quick insights:

  • Enrollment Over Time - Cumulative enrollment chart
  • Visit Compliance - Completion rates by visit window
  • Task Performance - Score distributions

Study Reports

Navigate to Studies > Select study > Reports

Enrollment Report

  • Total enrolled
  • Enrollment by date (daily/weekly/monthly)
  • Enrollment by site

Completion Report

  • Sessions completed
  • Average completion time
  • Incomplete sessions

Compliance Report

  • Visit completion rates
  • Overdue visits
  • Time to completion

Generating Reports

  1. Select report type
  2. Choose date range
  3. Apply filters (site, status, etc.)
  4. Click Generate
  5. View online or download (PDF, CSV)

PDF Reports

Download professional PDF reports for sharing with stakeholders:

Study Summary Report

  1. Navigate to Reports > Study Summary
  2. Select your study
  3. Choose page size (Letter or A4)
  4. Click Download PDF

Includes: enrollment statistics, completion rates, site comparison charts

Participant Report

  1. Navigate to a participant's profile
  2. Click Download Report or the PDF icon
  3. Choose options:
  4. Include session details (all completed assessments)
  5. Page size
  6. Click Download

Includes: participant info, session history, task scores, visit compliance

Session Scores Report

  1. Navigate to a session detail page
  2. Click Download Scores PDF
  3. Select page size
  4. Click Download

Includes: detailed task-by-task scores, accuracy metrics, reaction times

Data Export

Export Types

Format Use Case
CSV Statistical analysis (SPSS, R, SAS)
Excel Spreadsheet analysis, multiple sheets
JSON Programmatic access
PDF Formatted reports for printing/sharing

Exporting Study Data

  1. Navigate to Export
  2. Select study
  3. Choose data to include:
  4. Participant demographics
  5. Session summaries
  6. Task scores
  7. Raw trial data
  8. Select format
  9. Click Export

Data Dictionary

Download the data dictionary for variable definitions: - Variable name - Description - Data type - Valid values

Scheduled Exports

Set up automatic exports: 1. Go to Export > Scheduled Exports 2. Click Create Schedule 3. Configure: - Frequency (daily, weekly, monthly) - Data selection - Delivery method (email, SFTP) 4. Click Save

REDCap Integration

Overview

Metricis can sync cognitive assessment data to REDCap as the Electronic Data Capture (EDC) system.

Enabling REDCap

  1. Navigate to Studies > Select study > Settings > REDCap
  2. Toggle Enable REDCap Sync
  3. Select the REDCap site (configured by admin)
  4. Configure field mapping

Field Mapping

Map Metricis variables to REDCap fields:

Metricis Variable REDCap Field
participant_code record_id
simple_rt_mean cog_simple_rt
cpt_accuracy cog_cpt_accuracy
nback_dprime cog_nback_dprime

Sync Status

View sync status in Participant > Sessions: - Pending - Awaiting sync - Synced - Successfully sent to REDCap - Failed - Sync error (click for details) - Skipped - Not configured for sync

Manual Sync

To retry a failed sync: 1. Go to Participant > Sessions 2. Click the sync icon next to the session 3. Click Retry Sync

Mobile App

Installing the App

iOS: 1. Open TestFlight link (provided by admin) 2. Install Metricis app 3. Open and sign in

Android: 1. Download APK or use Play Store link 2. Install Metricis app 3. Open and sign in

Participant Login

Participants access assessments via: 1. QR Code - Scan from enrollment email 2. Study Code + Participant ID - Manual entry 3. Magic Link - One-click access from email

Offline Mode

The app works offline: - Assessments can be completed without internet - Data syncs automatically when connected - Local storage for incomplete sessions

Push Notifications

To receive push notifications: 1. Allow notifications when prompted 2. Keep the app installed 3. Ensure notifications are enabled in device settings

FAQ

General

Q: How long does an assessment take? A: Depends on the battery configuration. Typical batteries range from 15-45 minutes.

Q: Can participants pause and resume? A: Yes, partial progress is saved. They can resume within the session timeout (default 2 hours).

Q: What browsers are supported? A: Chrome, Firefox, Safari, and Edge (latest versions). Mobile apps for iOS 14+ and Android 8+.

Participants

Q: How do I re-send enrollment information? A: Go to Participant > click "Resend Welcome Email"

Q: Can I change a participant's ID? A: Participant codes cannot be changed after enrollment. Create a new participant if needed.

Q: What if a participant loses their device? A: Generate a new magic link or QR code from the participant's profile.

Assessments

Q: What if an assessment is interrupted? A: Partial data is saved. The participant can resume where they left off.

Q: Can I see real-time progress? A: Yes, the Sessions page updates when a participant starts and completes tasks.

Q: How are scores calculated? A: Each task has standardized scoring algorithms. See the Data Dictionary for details.

Data

Q: Is data encrypted? A: Yes, all data is encrypted in transit (HTTPS) and at rest (AES-256).

Q: How long is data retained? A: Per your institution's data retention policy. Default is 7 years post-study completion.

Q: Can I delete participant data? A: Contact your administrator for data deletion requests (GDPR/HIPAA compliance).

Technical

Q: What if sync to REDCap fails? A: Check the error message, verify field mapping, and retry. Contact support if issues persist.

Q: Why isn't a participant receiving notifications? A: Verify contact info, check notification preferences, and review the notification log for errors.

Q: How do I report a bug? A: Use the "Report Issue" button in the portal footer or email support@metricis.app.

Support

For additional help: - Documentation: https://docs.metricis.app - Email: support@metricis.app - Portal: Use the "Help" button in the bottom-right corner