Overdue visits and missing pages

Which listings to upload, how the schedule is written, how due dates are counted.

This report answers the question asked before every monitoring visit and every status meeting: which visits are late, which forms are still not entered, and at which sites. It works on exports from any EDC, so you can run it the same way across studies.

What to upload

Visit listing (required, or the page listing instead): subject, visit or folder name, visit date.
Page listing (optional): subject, visit, form, and page status if the EDC exports it. Rave page status, the REDCap form status columns turned into rows, OpenClinica CRF status or your own Excel will do.
Subject list (optional, strongly advised): randomisation, end-of-study and death dates. Without it, screen failures and subjects who left the study show as overdue.

Up to 6 CSV or XLSX files, or one workbook with a sheet per listing. Each listing is recognised by its column names; the result shows which column took which role.

The visit schedule

Type one entry per visit, separated by semicolons or line breaks: visit = study day ± window : expected forms. For example:

Screening=-14±14: IC, DM; Day 1=0: VS, LAB; Week 2=14±3: VS, AE; Week 4=28-2+5: VS, LAB

A window can be symmetric (±3 or +/-3) or not (-2+5). Visit and form names must be written as they appear in the export; letter case, spaces and hyphens do not matter. The report lists visits and forms from the export that the schedule does not name, so you can correct the schedule. Forms are optional: without them only visits are checked.

How due dates are counted

Days count from the randomisation date when the subject list has it. Otherwise from the subject's day 0 visit, or, if there is none, from the earliest scheduled visit, going back by its study day.
A visit is overdue when its window closed before the report date and no visit is recorded. It is due soon when its window is open or opens within the number of days you choose.
A subject who ended the study or died is not expected at visits whose window opens after that date.
When the subject list has a randomisation column, a subject with no randomisation date is expected at screening visits only (negative study day).
A missing page is a form the schedule expects at a visit that took place, which the page listing does not have or marks as not started or blank. Pages marked incomplete are listed separately in the Excel report. The age of a missing page is counted from the visit date.

The Excel report

A summary with a table by site, the overdue visits, the missing pages, the visits due soon and the incomplete pages, with empty Status and Comment columns. Tick "A sheet per site" to get one sheet per site with its overdue visits and missing pages, ready to send to the site's monitor.

Try it

Example files: subjects.csv, visits.csv, pages.csv. Upload all three files, set the date to 2026-09-20 and type the schedule Screening=-14±14: IC, DM; Day 1=0: VS, LAB; Week 2=14±3: VS, AE; Week 4=28±3: VS, LAB; Week 8=56±5: VS, LAB. You will see two overdue visits (one subject left the study, so a later visit is not expected), a visit with its window open now, three missing pages and one incomplete page.

Sources

CDISC SDTM: the SV (subject visits) and DS domains.
ICH E6 (GCP): protocol compliance and monitoring.

Nothing is stored. Files are read in memory and discarded; the audit trail records counts only. The report holds subject numbers and visit dates: keep and send it under your study's rules. Overdue does not mean missed: a visit can be done and not yet entered. Confirm with the site before calling a visit missed.