Expiration dates let you control how long a scheduled questionnaire remains available for patients.

This prevents patients from answering too late, when their memory of events may no longer be reliable.

What can I do here?

• Configure whether a questionnaire never expires or expires after X days.
• Ensure patients can only submit answers within a valid timeframe.
• Improve data validity by reducing recall bias.

How to configure expiration

1. Open the questionnaire’s Schedule section.
2. Scroll below the Reminders options.
3. Under “How long should the questionnaire be available?”, choose: Expires after [X] days (enter the number of days).
4. Save your changes.

Rules & behavior (at a glance)

• Scheduled only: Expiration is only available for scheduled questionnaires.
• The setting is automatically reset to Never expires if you change the questionnaire from scheduled → unscheduled.
• Consistency with reminders: If reminders are configured, expiration must be ≥ last reminder day.
• Default: “Never expires.”
• Rescheduling: If you change the scheduled date, the expiration date is recalculated automatically using the same X days.
• Editing expiration later: Changing the setting does not retroactively recalculate already scheduled expirations.

What patients see

If a patient tries to open an expired questionnaire, the form is blocked and they see a message in their language. Example in English:

“This questionnaire is no longer available. The deadline for completion was ../../....”

If the patient started before expiration:

• Answers already entered are saved.
• After expiration, they cannot finish or submit the questionnaire.
• The questionnaire status changes to Expired.

Monitoring & tracking

• A new status Expired appears when a questionnaire reaches its expiration.
• This status is visible in: Monitoring > Questionnaires and Patient eCRF > Questionnaires section.
• In the Patient Timeline, an event “Questionnaire expired” is displayed.

Frequently asked questions

Can a questionnaire expire without reminders?

Yes. Expiration works independently of reminders.

What happens if reminders are scheduled after expiration?

The reminders may still send, but the patient clicking the link will see the expiration message.

In practice, this should be impossible due to configuration restrictions

Can I change the expiration value later?

Yes, but it does not retroactively change expirations for already scheduled questionnaires.

What happens if I reschedule the questionnaire?

A new expiration window is calculated from the new scheduled date.

What if a questionnaire is switched to unscheduled?

The expiration automatically resets to Never expires.

Can patients see the expiration date in the email invitation?

No. The expiration date is not displayed in reminder or invitation emails.

Troubleshooting

I can’t select “Expires after X days”.

The questionnaire is set to unscheduled. Switch it to scheduled to enable expiration.

My expiration value shows a validation error.

Make sure the value is at least 1.

If reminders exist, expiration must be greater than or equal to the last reminder day.

My questionnaire expired before the last reminder.

Check the configuration: expiration must always be set after or equal to the last reminder day.

Patients still receive reminders after expiration. Why?

Reminders are not canceled automatically when expiration is reached. Patients clicking the link after expiration will see the “expired” message.

The expiration date didn’t change when I edited the value.

Expiration changes apply only to newly scheduled questionnaires. Already scheduled expirations are not retroactively recalculated.

The questionnaire reset to “Never expires” automatically.

This happens when a questionnaire is switched from scheduled to unscheduled.