New modules for the committee's daily work
The portal now works in English too; researchers' questions arrive through live support and the English decision letter is issued with the chair's e-signature. The Excel decision log, notebook reviewer distribution and manually tracked deadlines are inside the system as well.
One portal, two languages
International researchers, visiting faculty and multi-centre study teams use the portal in English. Each user picks their own language; the same application appears to everyone in theirs.
Flag language selector
Pick Türkçe or English from the top bar menu; menus, forms, status badges and alerts open in that language.
Chosen before sign-in too
Sign-in, sign-up, e-mail verification and password reset pages have a TR | EN switch.
The choice is remembered
After switching, the same page reopens; the user starts in their language next time too.
Definitions are translated too
English equivalents of definitions such as academic titles are entered by the administrator; if left blank the Turkish name is shown.
“What's the status of my file?”Now asked in writing.
Researchers write to the secretariat from the window at the bottom right of every page. They choose a topic (application steps, documents, revision, meeting / decision, technical issue) and can attach the related application. When a reply arrives a sound plays and the window refreshes itself.
- One recorded channel instead of phone and e-mail traffic
- The conversation opens with the application number and current status
- If there's already an open request for the application, the user is sent there
- Researchers can close the request themselves once resolved
One inbox for the secretariat
Every question lands on the Support Requests screen. A secretary takes the request, replies and closes it; everyone can see who is handling what, so no question gets answered twice.
Questions tied to an application
Researchers open a question by choosing the application it's about; the “Ask a question” button on the application page starts it with that application.
Take, transfer, release
The secretary who replies takes the request automatically. A request held by another secretary can be transferred; a released one goes back to “New”.
Sound alerts and badges
A short sound plays on a new request or message, and the menu badge and browser tab show the unread count.
Quick replies
Common replies are added to the message box in one click; read / delivered status is shown in the conversation.
No conversation is deleted
Closed requests are kept with their messages. If the researcher writes to a closed request, it reopens.
Filters and search
New, Mine, All open and Closed tabs; search by name, subject, file no or application no.
An English decision letter for foreign journals and sponsors
Researchers request the English committee decision for their approved application through the portal. No petitions for a translation, no hand-made documents, no waiting for wet signatures.
The researcher requests
From the approved application's page, enters the Protocol Title and Institution in English.
The secretary checks
Fixes typos and the protocol type, previews the document, then approves or returns it with a note.
The chair e-signs
The approved document is generated and sent to the committee chair's e-signature app.
The researcher downloads
The signed Approval Form is downloaded as a PDF from the same window.
- File No
- 25-10.1T/12
- Study Title
- Vitamin D Levels in Pregnancy and Pre-eclampsia
- Protocol Type
- Quantitative | Analytical | Cohort (automatic from E.3 study type)
- 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
- The Protocol Type is translated from the application's E.3 study type: “Niceliksel | Analitik | Kohort” → “Quantitative | Analytical | Cohort”
- The meeting date is written in English (October 15th 2025), titles use their English equivalents and surnames are capitalised
- The document is always generated in English, whatever the interface language
- Only for approved applications; one open request at a time, and a returned request can be corrected and resubmitted
Secretary pool: check, correct, approve
Before the document is signed, approval can be undone and the request edited again.
One row = one study, with everything attached
Pick a year; every study that came before the committee that year is listed with all revisions, resubmissions and notifications linked to its initial application.
Names, decision numbers and figures on the screens are examples.
All decisions in one row
The initial application, revisions and resubmissions are listed in order with decision numbers and meeting dates; the study's current status and approval date sit on top.
Title and team changes
The old study title appears struck through with the decision number that changed it. People who left the team are struck through; new members get a “new” tag.
Post-approval notifications
Extensions, team or methodology changes… Each notification's decision number, date, outcome and changed forms on a separate card.
Filters and search
Approved, under review, in revision and negative tabs; “with notifications” and “title / team changed” toggles; search by decision no, title or researcher.
A report card for every meeting
The meeting summary once counted by hand on the second Excel sheet is now calculated automatically.
- Meetings in the year and average applications per meeting
- Separate approval rates for initial, revision and notification applications
- Each meeting's approved / revision / negative split in a chart
- Out-of-scope, resubmitted, rejected and appealed files
- Click a row in the meeting table to see that day's files
| Meeting | Init. | Rev. | Notif. | Total | Appr. % |
|---|---|---|---|---|---|
| 18.06.2025 25-6.1T | 20 | 13 | 9 | 42 | 64% |
| 16.07.2025 25-7.1T | 13 | 9 | 6 | 28 | 68% |
| 17.09.2025 25-9.1T | 21 | 14 | 10 | 45 | 67% |
| 15.10.2025 25-10.1T | 24 | 16 | 10 | 50 | 66% |
| 19.11.2025 25-11.1T | 18 | 12 | 9 | 39 | 74% |
| 17.12.2025 25-12.1T | 19 | 12 | 9 | 40 | 65% |
All of a meeting's files to reviewers, on one screen
Select the meeting; that day's files and the active reviewers open side by side. Instead of circling numbers in a notebook, just type them.
Mehmet Yalçın (will be removed on save)
Like writing in a notebook
Type the file numbers on the reviewer's row: “14-32-33” or “26-10.1T/12”. Press Enter and the files are assigned.
Automatic distribution
Choose reviewers per file; remaining files are spread across the selected reviewers balanced by workload.
Conflict check
A reviewer who is the applicant or on the research team cannot be assigned to that file. Files with a committee member or reviewer on the team are flagged.
Assignments with opinions are locked
Once a reviewer has written or approved an opinion, that assignment can't be removed by mistake; it shows a lock icon.
Status at a glance
The file grid shows which files are waiting with green (complete), orange (incomplete), red (unassigned) and grey (not reviewed).
Save and notify
Changes stay as a draft until saved (e.g. +3 / −1). On save, newly assigned reviewers can optionally be e-mailed.
From notebook and Excel to screen
- Reviewer distribution in a notebook with initials, numbers circled by hand
- Conflicting reviewers and missing files are checked by eye
- Decisions go into coloured Excel cells, notifications into side columns
- Researchers' questions come by phone; answers aren't recorded
- Each English decision letter is prepared by hand and sent for a wet signature
- Type the number or press “Auto Distribute”; assignments are saved and reviewers e-mailed
- Conflicting reviewers are blocked by the system; missing files light up red/orange
- Decisions and notifications flow from the application into Monitoring automatically
- Questions arrive in writing via live support; every conversation is kept
- The English decision is requested online, approved by the secretary and e-signed by the chair
Old records come too: Excel Import
The decision log kept in the years before the system is imported in one go after a trial report. Imported files don't clutter the live workflow; they appear only in Monitoring and on the application page.
Appeal petitions are now on record and trackable
A researcher whose application was ruled out of scope uploads a PDF petition within the appeal period. The secretariat reviews it; if accepted, the file goes onto the committee agenda with a new number and meeting date.
- The remaining appeal period counts down by day; petitions can't be sent once it expires
- The researcher follows the petition through four steps
- The secretary can return an incomplete petition with a note; the researcher re-uploads within the period
- Original and new file numbers and meeting dates are recorded
Whose signature is missing? No need to ask.
After the meeting, decided applications are grouped by signature status. A fully signed decision is approved in one click.
Minor revisions aren't forgotten
The clock starts with the minor revision decision. The researcher is told the deadline and reminded once before it ends. An application not submitted in time is automatically moved to Revision, just as if the committee had decided so; the researcher can then submit a revision application directly.
The period, reminder day and whether the rule is on or off are changed in System Settings.
The undertaking flow in three steps
When the committee rules that “no ethical approval is required”, the researcher downloads the pre-filled undertaking, signs it and uploads it as a PDF. The secretary sees the signed form inside the application.
Rules changed? Don't wait for a developer.
The administrator changes the institution and committee name, logo, contact details, mail server and business-rule deadlines from their own screen.
- Minor revision and appeal periods, reminder day
- Mail server settings and sending a test e-mail
- Preview, edit and restore the 12 e-mail templates (below)
- Every field shows “Saved / Default”; empty fields use the default value
12 e-mail templates, edited without code
The subject and body of every e-mail the system sends can be changed from the admin screen. Changes show in a live preview until saved, can be tried with a test e-mail, and can be reverted to the original in one click.
Dear Ayşe Yılmaz, a minor revision has been requested for application 2026-0148. Deadline: 18.10.2026 14:30
The number of volunteers in the consent form should match the methodology section.
Sign inWhat can you change?
In the editor, the orange-framed areas are yours.
- 1Subject lineEach template's e-mail subject; placeholders add details such as the application number automatically.
- 2PlaceholdersTemplate-specific and shared fields appear as buttons; click to insert at the cursor, no need to memorise names.
- 3E-mail bodyGreeting, explanations, alert boxes, buttons: the whole body is editable as HTML.
- 4Live preview and testA preview that updates with sample data as you type, desktop and mobile views, and a test e-mail to any address. Don't like it? “Restore default”.
- • Placeholder values: person's name, application no, deadline, forms to revise
- • Institution name, logo, contact details and footer (System Settings › General)
- • Who receives the e-mail and when
Verification in seconds, no sign-in needed
A journal editor or sponsor scans the QR code or enters the application number and verification code. The result page shows whether the document is valid, the application's current status and the signed document.
- No need to type dashes; 0/O and 1/I mix-ups are corrected automatically
- Pasting a verification link opens the result directly
- Personal data is partially masked on the result page
E-mail verified sign-up
A new account is activated by clicking the link in the e-mail.
Redesigned sign-in pages
Sign-in, sign-up and password reset pages were redesigned, with language selection too.
Department selection
Researchers pick their department from a list; the sub-division is optional.
Committee relationship warning
Files with a committee member or reviewer on the team are flagged.
The same screen answers different questions
Secretariat
Finds a file's whole history without searching, answers questions from one inbox, approves English decision requests, and no longer chases minor deadlines or missing signatures.
Committee and chair
Distributes files before the meeting in minutes and sees who has how many. The chair signs English decisions from the e-signature app.
Researcher
Uses the portal in their own language, asks questions through live support and downloads the English decision; sees appeals, undertakings and minor deadlines in the portal.
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.