SiteVault CTMS

SiteVault CTMS is a cloud-based system for managing clinical-trial site operations and finances. It is best suited to research sites that need participant tracking alongside budgeting and billing. Its free plan offers a way to start with a limited portfolio, while some integrations and unlimited active studies require Enterprise.

Overview

SiteVault CTMS covers work from pre-award budgeting and visit scheduling through invoicing and payment reconciliation after awards. It centralizes study details, staff, milestones, pipeline, and workloads, with real-time visibility into participant status, visits, and completed procedures. That breadth makes it a stronger fit for sites coordinating both study activity and revenue than for teams seeking a lab notebook or a narrowly focused documentation tool.

Customizable reports and dashboards show earned and forecast revenue, while automated tracking covers unbilled activities, unpaid invoices, and invoice aging. The system is unified with SiteVault eISF and eConsent to reduce duplicate data entry. Veeva says it can connect with more than 450 sponsors and CROs already using Veeva technology, though third-party integrations are reserved for Enterprise.

Key features

• Study and participant management: Enrollment tracking, participant visit management, protocol management, and milestone tracking help sites follow progress from study planning through procedures. Real-time participant status adds an operational view rather than leaving teams to rely on separate visit and completion records.
• Financial workflows: Study budgeting, Medicare Coverage Analysis, sponsor invoicing, and payment reconciliation are included in both plans. Revenue reporting and automated monitoring of unbilled work and aging invoices can help sites keep financial activity visible alongside study operations.
• Connected SiteVault products: The eISF and eConsent connections are intended to reduce duplicate entry. Sites that depend on non-Veeva third-party systems should factor in that those integrations require Enterprise.
• Compliance and security: SiteVault states that it is GCP, HIPAA, and GDPR compliant and CFR Part 11 validated. Veeva says its security program is based on ISO 27001, publishes a SOC 2 Type II report, and uses AWS infrastructure, with data stored in the United States, Europe, or Japan depending on customer location.
• Support and files: On-demand global support is available 24/7 at no cost, with phone, email, and chat support and training also provided at no cost. Files of all media types are supported, including video, with a four-gigabyte limit per file.

Pricing

SiteVault CTMS uses a freemium model. SiteVault Free costs nothing and includes up to 20 concurrent active studies, plus archived studies, documents, and users without a stated count limit. It also includes free support and onboarding. Since enrollment tracking, visit management, budgeting and Medicare Coverage Analysis, invoicing, and payment reconciliation are included in both tiers, the free plan is not a feature-stripped trial; its principal stated ceiling is the number of active studies, alongside the lack of third-party integrations.

SiteVault Enterprise has custom pricing and includes unlimited active studies, an open API, SSO, and enhanced support. It is the relevant tier for sites outgrowing the 20-study cap or needing third-party integrations, but teams should weigh custom pricing against the free plan's included support and onboarding.

Platforms

SiteVault is a web-based application accessible from an internet-connected computer, tablet, or mobile device. The listed platforms include web, Android, and iOS. It is cloud deployed, so the product is accessed online rather than installed as a self-hosted system.

Who it's for

SiteVault CTMS suits research sites that need study coordination and financial tracking in one system, particularly those managing participant visits, sponsor invoicing, and payment reconciliation. Smaller portfolios can begin on the free plan; sites with more than 20 concurrent active studies or a need for third-party integrations should consider Enterprise. It is less compelling for teams whose main need is a lab notebook or whose workflows depend on external integrations they cannot move to Enterprise.

Pros and cons

• Pro: The free plan supports 20 concurrent active studies and includes core CTMS and financial workflows, giving smaller sites room to operate without a stated user-count limit.
• Pro: Participant visibility, operational coordination, and revenue tracking sit together, which can reduce the need to manage those views separately.
• Pro: Free onboarding, training, and 24/7 support lower the support barrier for sites starting on the no-cost tier.
• Con: The 20 concurrent active-study ceiling may force a growing site to move to custom-priced Enterprise.
• Con: The free version does not integrate with third-party systems, limiting it for sites that rely on external software connections.
• Con: Enterprise is required for unlimited active studies, an open API, SSO, and enhanced support, so teams needing those capabilities must seek a custom quote.

Alternatives

For a broader directory of options, see Research Project Management Software.

• Labforward is worth considering when a team wants a free plan capped at three group members and 3 GB of cloud storage, plus its Labfolder Go mobile app without Labfolder integration.
• Lab Thread offers a free academic plan with five seats and 10 GB per seat, while its Core academic plan costs €30 a month per seat or €300 billed annually.
• SciNote has a free plan for one user with a dedicated workspace and no guaranteed support, making it an option for an individual researcher rather than a site team needing CTMS financial workflows.
• Sapio Sciences offers a free Academic Bronze plan for people using an academic institution email; non-academic users must request further details.
• Benchling Notebook has a free academic plan for researchers that includes Notebook and Molecular Biology.
• CROMS is a paid alternative with tailored Enterprise pricing for organizations above 100 users, with price shaped by user count, integrations, onboarding and migration, and support.
• Trial Interactive CTMS is another paid CTMS option.
• Kaleidoscope is a paid research project management alternative.

Verdict

Choose SiteVault CTMS if your research site wants participant, study, and financial workflows together and can operate within 20 concurrent active studies on the free tier. Its strongest reason to choose it is that the no-cost plan includes core CTMS workflows, support, and onboarding. Look elsewhere or budget for Enterprise if third-party integrations, SSO, an open API, or unlimited active studies are essential.