SiteVault CTMS

SiteVault CTMS is a cloud-based clinical trial management system for research sites coordinating study work and finances. It suits teams that need participant and visit tracking alongside budgeting and billing. Its strongest case is a unified view of site operations and revenue; its main constraint is that the free plan caps concurrent active studies and excludes third-party integrations.

Overview

The system spans pre-award budgeting and visit scheduling through post-award invoicing and payment reconciliation. It brings study details, staff, milestones, pipeline, and workloads together, while real-time participant status, visits, and procedure completion give teams visibility into study activity. That operational and financial scope is useful for sites managing a portfolio, rather than teams looking only for a lab notebook or document repository.

Custom reports and dashboards show earned and forecast revenue; automated tracking covers unbilled activities, unpaid invoices, and invoice aging. SiteVault CTMS is unified with SiteVault eISF and eConsent to reduce duplicate data entry. Veeva says it is built to connect with more than 450 sponsors and CROs using Veeva technology, but free users cannot connect third-party systems.

Key features

• Study operations: Enrollment tracking, participant visit management, protocol management, and milestone tracking help sites follow progress from planning through visits.
• Financial management: Study budgets, Medicare Coverage Analysis, sponsor invoicing, payment reconciliation, and revenue reporting put operational and financial work in the same system. Automated tracking of unpaid and aging invoices is particularly relevant to sites that need to monitor collections.
• Compliance and security: SiteVault states that it is GCP, HIPAA, and GDPR compliant and CFR Part 11 validated. Veeva describes a security program 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 24/7 global support is included at no cost, with phone, email, and chat support and training. Files of any media type, including video, are supported up to four gigabytes per file.

Pricing

SiteVault Free costs nothing and allows 20 concurrent active studies. Archived studies, documents, and users have no stated count limit. Free support and onboarding make it a credible option for a site testing the workflow or running a portfolio within that active-study cap. The cap applies to concurrent active studies, not the total number of archived studies.

SiteVault Enterprise has custom pricing and includes unlimited active studies, an open API, SSO, and enhanced support. It is the relevant step up for sites that have outgrown the Free cap or need integrations beyond other Veeva applications. The cheaper plan gives up those Enterprise capabilities, including third-party integrations; the Free plan still includes the core CTMS functions, such as enrollment, visits, budgeting, invoicing, and reconciliation.

Platforms

SiteVault is cloud-based and available on the web, Android, and iOS. It can be accessed from an internet-connected computer, tablet, or mobile device, which suits site teams that need access beyond a desk.

Who it's for

SiteVault CTMS is a good fit for clinical research sites that want study coordination, participant visibility, and financial tracking in one system, especially those already working with Veeva-connected sponsors or CROs. Smaller portfolios can use Free without a stated cap on archived studies, documents, or users. Sites with more than 20 concurrent active studies, or those requiring an open API, SSO, or third-party integrations, should consider Enterprise. It is less suited to teams whose priority is a standalone laboratory notebook or broad third-party integration on a free plan.

Pros and cons

• Pro: Study operations and revenue tracking sit together, including invoice aging and unbilled activity, helping sites monitor both work and collections.
• Pro: The Free plan includes core CTMS capabilities, onboarding, and support, with no stated count limit for archived studies, documents, or users.
• Pro: Connections with SiteVault eISF and eConsent reduce duplicate data entry, and Veeva technology is used by more than 450 sponsors and CROs that SiteVault is built to connect with.
• Con: Free is capped at 20 concurrent active studies; sites exceeding that need custom-priced Enterprise.
• Con: Third-party integrations and the open API are Enterprise features, limiting how freely Free users can connect other systems.
• Con: The four-gigabyte per-file limit may constrain teams handling larger individual files.

Alternatives

For a broader research project-management option, see Research Project Management Software. Consider Labforward if a small group needs a free laboratory notebook with up to three members and three gigabytes of storage. SciNote may suit an individual researcher who can work within a one-user free plan and does not require guaranteed support.

Lab Thread is another option for academic teams: its free plan allows five seats and ten gigabytes per seat, while its Core academic plan costs €30 a month billed per seat/month, with €300 billed annually. Academic researchers seeking a free notebook and molecular biology tools can consider Benchling Notebook. For a paid CTMS alternative, compare Trial Interactive CTMS. SureCTMS is another paid option, with a published example configuration at $1,500 a month. BSI CTMS is a paid alternative with custom pricing.

Verdict

Choose SiteVault CTMS if your research site wants study operations and financial oversight in one cloud system, and the Free plan's 20-active-study limit fits your portfolio. It is especially compelling when SiteVault's connected products and Veeva sponsor relationships matter. Look elsewhere or budget for Enterprise if you need unlimited active studies, an open API, SSO, or third-party integrations.