See exactly where your recruitment funnel loses candidates.
Sponsors refine eligibility criteria based on guesses. Chatref gives you real data from real participant conversations — which criteria cause the most drop-off, which questions go unanswered, where interest fades.
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Why it matters
The problem this solves.
The challenge
Sites and sponsors have no visibility into why candidates disengage — they see enrollment numbers but not the conversation-level
What it costs
Eligibility criteria that eliminate too many viable candidates go undetected. FAQ gaps that cause drop-off are never fixed
The Chatref way
Chatref tags every conversation, synthesizes patterns across participants, and surfaces a ranked digest of criteria drop-off, top
The Chatref solution
How Chatref surfaces recruitment funnel insights.
Every conversation is tagged by topic, eligibility outcome, and question type. Chatref synthesizes across all conversations and delivers a ranked digest — which eligibility criterion causes the most non-passes, which FAQ comes up most before candidates disengage, and which study
Real questions
What Chatref answers here.
Why do so many people start but not finish pre-screening?
Which eligibility criterion eliminates the most candidates?
What questions are participants asking that we haven't answered?
Which study FAQs come up most before candidates disengage?
Are candidates asking about compensation more than visit burden?
Which therapeutic area generates the highest inquiry volume?
Loved by support teams
Sites and sponsors, using conversation data to improve recruitment.
How research teams use Chatref insights to identify drop-off points and improve enrollment velocity.
Chatref took over the after-hours inquiry calls and the eligibility pre-screening that used to fill our coordinator's mornings. Our team now spends their time on candidates who are actually likely to qualify — screening visit slots stopped going to waste.
Potential participants used to call, hit voicemail, and never follow up. Now Chatref captures their interest at midnight and delivers a pre-screened lead to the team by morning.
It answers participant FAQs from our own protocol docs, in plain language. Most candidates get everything they need to decide before they ever speak to a coordinator.
of study inquiries answered or pre-screened before coordinator involvement
One widget handles Spanish and English inquiries across three concurrent studies. We stopped losing community-based candidates to language barriers.
What recruitment metrics does Chatref track?
Inquiry volume by study, pre-screening pass and non-pass rates by eligibility criterion, top participant FAQs, and points in the conversation where candidates disengage.
Can sponsors access recruitment insights directly?
Yes. Sponsors and CRO ops can be given access to view conversation tags and insights digests across sites running their protocol.
How is this different from a web analytics tool?
Web analytics tells you when someone left the page. Chatref tells you what they asked, which eligibility question stopped them, and what they still wanted to know — conversation-level intelligence
How often are insights digests updated?
Continuously. Tags and patterns update with every new conversation, so coordinators and sponsors always see current data.
Can insights be filtered by study or therapeutic area?
Yes. Conversations are tagged at the workspace level, so insights can be viewed per study, per phase, or across all active protocols.
Stop guessing where your funnel breaks.
Add your study content, start capturing conversations, and let Chatref surface what your participants are actually asking — free to start.
Part of Chatref for Clinical Trial Sites & CROs · Healthcare hub · pricing.