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Scott Troyan edited this page Jul 10, 2026 · 2 revisions

Overview

REDCap (Research Electronic Data Capture) is a secure, web-based application used to build and manage online surveys and databases for research and data collection. This guide covers the fundamentals of entering data into a REDCap project, including navigation, form completion, data quality, and troubleshooting tips.

Table of Contents

  1. Key Concepts
  2. Navigating the Data Entry Interface
  3. Entering Data into a Form
  4. Form Status & Data Quality
  5. Tips & Troubleshooting

Key Concepts

Before entering data, it's helpful to understand REDCap's core terminology:

Term Definition
Project The overall database/study you're entering data into
Record A single entry representing one participant, subject, or case
Record ID A unique identifier assigned to each record (auto-generated or manually entered, depending on project settings)
Instrument A data collection form (e.g., "Demographics," "Baseline Visit," "Follow-up Survey")
Event For longitudinal projects, data is organized into time points (e.g., Visit 1, Visit 2)

Getting started:

  1. Log in to REDCap and select your project from "My Projects"
  2. Click "Add/Edit Records" in the left-hand menu
  3. Choose to create a new record or select an existing one to edit

Navigating the Data Entry Interface

The left-hand menu on the Project Home page includes a "Data Collection" section listing all instruments for the project. You can click an instrument name to open its form directly, or go through "Add/Edit Records" first to select a record.

Record Home Page

Each record has a home page showing a list of all instruments/events associated with it. Every instrument displays a status icon:

  • 🔴 Red circle = Incomplete
  • 🟡 Yellow circle = Unverified
  • 🟢 Green circle = Complete

Click on an instrument's status icon or name to open the form and begin entering data.

Tip: Use the Record Status Dashboard to quickly see which forms still need attention across all records in the project.

Entering Data into a Form

Step-by-Step Process

  1. Open the instrument (form) you want to complete.
  2. Fill in each field according to its type:
    • Text fields – type directly
    • Dropdowns/Radio buttons – select one option
    • Checkboxes – select all that apply
    • Date/Time fields – follow the specified format (e.g., YYYY-MM-DD)
    • Calculated fields – auto-populate based on other responses; do not edit manually
  3. Watch for required fields, often marked with a red asterisk (*). Forms cannot be marked "Complete" until these are filled in.
  4. Respect validation rules, which may restrict entries (e.g., number ranges, valid date formats). An error message will appear if data doesn't meet the rule.

Saving Your Work

Save Option What It Does
Save & Continue Saves progress, keeps form open, checks for errors
Save & Exit Form Saves and returns to the record home page
Save & Go to Next Form Saves and advances to the next instrument
Save & Add New Instance (Repeating instruments only) Saves and creates another instance of the same form

Form Status & Data Quality

Marking Form Status

At the bottom of each form, set the completion status:

  • Incomplete – still in progress
  • Unverified – complete but not yet reviewed
  • Complete – finished and verified

Choosing "Complete" often triggers built-in checks for missing required fields.

Data Quality Tools

  • Field notes/comments – Some projects allow annotations on specific fields
  • Branching logic – Certain fields only appear if previous answers meet specific conditions; a hidden field is expected behavior, not necessarily an error
  • Data Resolution Workflow / Queries – Used to flag and resolve discrepancies (if enabled for your project)

Best Practices

  • Double-check entries before marking a form "Complete"
  • Avoid entering identifiable information (names, SSNs, MRNs) unless explicitly required and approved for your project
  • Save frequently to avoid losing work, especially on long forms

Tips & Troubleshooting

Helpful Tips

  • Use the Record Status Dashboard for a project-wide view of completion status across all records
  • The Data Dictionary (managed by project admins) defines all fields, validation rules, and branching logic — consult it if you're unsure about a field's purpose
  • A grayed-out field is likely calculated or auto-generated
  • Repeating instruments allow multiple entries of the same form (e.g., multiple lab results) — use "Add New Instance"

Common Issues

Issue Likely Cause Solution
Can't mark form "Complete" Missing required fields Check for fields highlighted in red
Field not showing Branching logic hiding it Review previous answers that may control visibility
Made an error N/A Most fields are editable unless the project/field has been locked
Need further help Project-specific rules Contact your REDCap administrator or data manager

For project-specific questions, always consult your REDCap administrator, as field configurations and workflows vary by study.

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