Ethics committee workflows, digital end to end.
Every step from the researcher's first application to the committee's QR-coded approval certificate, on one platform. No paper, no lost e-mails, no more “where is the file?”
From paper and e-mail traffic to a single flow
An ethics application changes hands dozens of times between the researcher, secretariat, reviewers and the committee. Every hand-off means delay and error.
- Files travel from floor to floor for wet signatures
- Missing forms, wrong templates, returned applications
- Reviewer opinions get lost in piles of e-mail
- Researchers' questions stay on the phone; nobody knows who answered
- English decision letters are translated by hand every time
- Document authenticity is confirmed by phone
- Team members sign from anywhere with E-Signature or E-Approval
- A step-by-step wizard and writing guide prevent gaps up front
- Reviewer opinions and revision requests live inside the application
- Questions arrive in writing via Live Support; the secretariat answers on record
- The English decision letter is requested online and e-signed by the chair
- Anyone who scans the QR code verifies the document instantly
From application to decision in six steps
Where each application is, who it is waiting on and what comes next are visible at all times.
The application is created
The researcher picks the application type; the wizard opens the forms in order and flags missing steps.
The team joins and signs
Each person added to the team receives a personal link, enters their CV without registering, and signs with E-Signature or E-Approval.
Secretariat pre-check
A formal review is done with a checklist; gaps are reported to the applicant in one click.
Peer review
Reviewers write their opinions in the system and mark the forms that need revision.
Agenda and meeting
The agenda is built from the meeting calendar; applications are discussed by the committee.
Decision and approval certificate
The decision form is filled in; an e-signed, QR-coded certificate is generated automatically. An English decision letter can be requested too.
An ethics committee ready for international research
International researchers use the portal in English, questions are answered in recorded conversations instead of phone calls, and an English decision letter for journals and sponsors is ready in a few clicks.
Turkish and English interface
Each user picks their language from the flag menu in the top bar or on the sign-in page. Menus, forms, statuses and messages open in that language.
- Language choice on sign-in, sign-up and password pages too
- The choice is remembered and the same page reopens
- Definitions such as academic titles have English equivalents
Questions don't get lost on the phone
Researchers write their question from the window at the bottom right of every page and can pick the related application. The secretariat takes the request and answers in the same thread.
- The conversation opens together with its application
- Sound alerts for new messages and read receipts
- All conversations are kept, never deleted
- Review Date
- October 15th 2025
- Protocol Title
- The Relationship Between Maternal Vitamin D Levels and Pre-eclampsia
- Protocol Type
- Quantitative | Analytical | Cohort
- Protocol Number
- 25-10.1T/12
- Investigator
- Assoc. Prof. Elif ARSLAN
- Institution
- Sample University, Department of Obstetrics and Gynecology
- Decision
- APPROVED
Approval Form, e-signed by the chair
The owner of an approved application enters the Protocol Title and Institution in English and submits a request. The secretary checks it, the chair e-signs it and the researcher downloads the PDF.
- Protocol type is translated automatically from the study type
- The secretary can correct, preview or return it with a note
- Always an English document, regardless of interface language
Everything an ethics committee needs, in one place
From preparing an application to verifying the decision letter, every screen was designed around the workflow of a real ethics committee.
A step-by-step application that leaves nothing out
The researcher fills in the forms in order. The status of each step is shown in the menu; an application cannot be submitted while a form is incomplete.
- Application form, research team, methodology, budget, consent, permissions and more
- Word counters and field validation keep text within committee rules
- A progress bar while saving; see at a glance which field is missing
- Multi-centre and data collection forms that open based on the study type
The committee's most common return reasons, on screen as you type
When the researcher clicks a field, the criteria the committee checks for that field appear on screen. Revision rounds drop from the start.
- Field-level checklists: sample, hypothesis, flow chart, budget…
- “Do” and “don't” items are colour-coded
- Texts are updated by an administrator without code changes
- Switched on or off globally or per page with a single setting
- ✓State the sample size and age range in E.4.
- ✓Explain how the number of volunteers was determined.
- ✓If there is a control group, state where it will come from.
- ✕Do not use different sample sizes in the summary, methods and consent form.
Add as many people as you like; no one needs an account
The principal investigator adds as many team members as needed. Each person receives a personal application link by e-mail, enters their CV through it without registering, and signs the application. Whose CV is missing and who hasn't signed is visible on screen.
- No limit on team size
- No sign-up, password or account needed; the link is personal
- CV entry and signing with E-Signature / E-Approval from the link
- Automatic import of Ministry-format CVs
- Once sharing is closed, the link no longer opens
Say goodbye to wet signatures
Application documents are produced as a single PDF and signed electronically by the team. Researchers without an e-signature can use the E-Approval path.
- Electronic signature integration and browser extension
- A secure E-Approval flow for those without an e-signature
- Who signed and when is recorded
- Separate signing rounds for revision and notification applications
Reviewer opinion, revision request and decision on one screen
Reviewers read the application in the system, write their opinion and mark the forms that need changes. For minor revisions only those forms are reopened for editing.
- Bulk reviewer assignment per meeting: manual or automatic distribution
- Standard feedback with predefined revision types
- For minor revisions only the selected forms are reopened to the researcher
- All opinions are kept in the application history
E.4 should explain how the sample size was calculated by power analysis. The number of volunteers in the consent form should match the methodology.
The study is acceptable in terms of ethical principles. The supporting information in the budget form is complete.
See exactly what changed in a revision, word by word
When a revision arrives, the committee sees added and removed text in colour against the original application. No need to reread everything.
- Added text in green, removed text struck through in red
- Field-by-field comparison of the application form, methodology and ethical principles
- Separate forms for revision and notification applications
100120 volunteers will be enrolled in the study. The sample size was calculated with G*Power at 80% power and a 0.05 significance level.
Tests and treatment of the cases will continue as planned.
Prepare the agenda in minutes
The meeting calendar is defined and applications awaiting a decision are added to the agenda. Committee members review the agenda and files in the system.
- Meeting calendar and agenda builder
- Separate lists for items awaiting secretary approval, decision approval and signatures
- Declaration and evaluation forms for committee members
The era of forged certificates is over
The decision letter is generated automatically, signed electronically and carries a QR code. A journal editor, sponsor or hospital management verifies it in seconds by scanning the code.
- Automatic approval certificate from the decision form
- Public verification page via QR code and verification code
- On request, an English decision letter (Approval Form) e-signed by the chair
- Declaration form flow for studies that do not require ethical approval
Adult, paediatric and parental consent forms
The right consent template opens for the participant group. Standard sentences are locked; the researcher only writes the fields they need to fill.
- Paediatric form types by age group
- Regulatory compliance with locked standard text
- Print-ready form output in one click
Track the committee's performance in numbers
Application counts, breakdown by type and decision times on the management dashboard. Reports can be exported.
- Monthly application and decision statistics
- Breakdowns by application type and status
- Advanced filtering on the all-applications list
How many days to a decision? Now you know.
Approval rate, revision rate, pending tasks, reviewer workload, department and researcher breakdowns. Compared year over year, updated every day.
Explore the report screensDecisions aren't lost in the archive, they're tracked
The Monitoring screen replaces the decision log kept in Excel; Reviewer Assignment cuts pre-meeting distribution to minutes. Appeals, signature tracking, deadline rules and system settings now live inside the portal too.
Details that make daily work easier
Turkish and English interface
Each user picks their language from the flag menu; the choice is remembered.
Live support
Researchers write from the bottom-right window; the secretariat replies in the same thread.
English decision letter
An e-signed Approval Form can be requested for approved applications.
Automatic notifications
An e-mail to the right person on every status change.
Mobile friendly
A fully working interface on phones and tablets too.
PDF and Word output
Application, consent and decision documents from ready templates.
Document viewer
Review attachments in the browser without downloading.
Application sharing
Share the file securely with authorised people.
Checklist
Configurable pre-check items for the secretariat.
Multi-centre studies
Centre and investigator details in a separate step.
Status badges
Revision, awaiting decision, approved… always clear.
Institution and committee settings
Manage institution, ethics committee and member details.
Flexible definitions
Academic titles (with English equivalents), revision types, meeting calendar.
Team participation without accounts
Team members enter their CV and sign via a personal link, without registering.
Role-based access
Everyone sees only what they need to see.
Questions tied to an application
A support message opens together with its application; no searching for the file.
A dedicated workspace for every role
When users sign in they see only their own work. Menus, lists and permissions are shaped by role.
Researcher
Prepares the application, adds the team, makes revisions and receives the decision in the system. Asks questions via live support and requests an English decision letter for approved applications.
- Step-by-step application wizard
- Revision and notification applications
- Asking questions via live support
- Downloading the decision letter and English decision
A secure foundation for sensitive data
Ethics applications contain patient data, research plans and personal information. The system was designed with that sensitivity in mind.
Role-based authorisation
Researchers, secretaries, reviewers, committee members and administrators see only the records they are authorised for.
Electronic signature
Documents are signed with a qualified electronic signature; they cannot be repudiated or altered.
QR-code verification
Every decision letter carries a unique verification code; forgeries are exposed instantly.
Audit trail
Who changed or signed what and when; every step and support conversation is on record.
On-premise installation
The system runs on your institution's own servers; data never leaves the institution.
Privacy by design (KVKK)
Personal and health data is shared only with the people who need it, only as much as needed.
From installation to go-live in four steps
Needs analysis
We review your committee's workflow, forms and roles together.
Configuration
Institution details, templates, checklists, writing guide texts and English equivalents are set up.
Installation and training
The system is installed on your servers; the secretariat, reviewers and researchers are trained.
Go-live and support
The first applications come in through the system; improvements continue based on feedback.
Your questions, answered
Which ethics committees is the system suitable for?
It can be adapted for any ethics committee that receives applications, runs peer review and issues decision letters, medical research ethics committees in particular.
Can the system be used in English?
Yes. Each user chooses Turkish or English as their interface language, with a flag selector on the sign-in page and in the top bar. The choice is remembered, and definitions such as academic titles are shown with their English equivalents.
Can we get an English decision letter for a foreign journal or sponsor?
Yes. The owner of an approved application enters the Protocol Title and Institution in English and submits a request. The secretary checks and approves it, the committee chair e-signs it and the researcher downloads the signed Approval Form as a PDF.
How do researchers send their questions?
Through the Live Support window at the bottom right of every page. A question can optionally be linked to an application; the secretariat takes the request and replies. New messages trigger a sound alert and all conversations are kept on record.
Can we use our existing forms?
Yes. Application steps, consent form templates, the checklist and writing guide texts are configured to match your committee's forms.
Does everyone on the research team need to register?
No. The principal investigator adds as many people as needed; each receives a personal application link by e-mail. Through that link they fill in their CV and sign the application without registering.
What about researchers without an e-signature?
There is an E-Approval flow for users without an e-signature. The approval is recorded in the system with identity verification.
Does the researcher refill everything when a revision is requested?
No. For minor revisions only the forms marked by the committee are reopened. In a revision application the committee sees the changes compared with the original application.
How is a decision letter verified?
Scanning the QR code on the letter, or entering its verification code on the page, shows the decision details recorded in the system.
Where is the data stored?
The system is installed on your institution's servers. Application and personal data never leave the institution.
How long does installation take?
It depends on the scope of configuration. After the needs analysis meeting you receive a clear timeline.
Let's schedule a live demo for your committee
In a 30-minute call we'll walk through the system using your own workflow and answer your questions.