Getting Started with the Scout Portal: A Simple Guide for Sites

You’ve got participants to support, data to capture, and a million other details to manage. The Scout Portal helps make some of that a little easier: patient payments, travel, and communication between your site and Scout.

Whether you’re brand-new to the Portal or just want a refresher, here’s what to expect when you get started.

Once your study goes live, you’ll get an email from Scout with your login credentials and a direct link to the Scout Portal. That’s your key to getting in.

If your study uses single sign-on (SSO) through systems like IQVIA One Home or ICON FIRECREST, you’ll log in with the credentials you already use for that platform. No extra passwords, no new accounts to juggle.

If you don’t see the email, check your spam folder or reach out to the Site Engagement team (see below). They’ll resend it and make sure everything’s working.

Great, you're in! And even better, you're never alone. The Site Engagement team is your go-to group for anything related to setup or process. They’ll help you get comfortable using the Portal and answer questions about payments, travel requests, or participant communication.

They can also provide a quick walkthrough of the Portal if you want one. Most teams get the hang of it in minutes.

The Portal works on any device: desktop, tablet, or mobile. You’ll see a clean dashboard where you can:

• Submit payment and travel requests directly to Scout

• View request status in real time

• Receive updates and approvals without waiting for extra emails

• Access key forms or study-specific documents

It’s built to be intuitive. If you’ve used online forms or scheduling tools before, you’ll feel right at home here.

Before you can submit payment or travel requests, each participant needs a profile in the Scout Portal. Setting one up takes only a minute.

From your dashboard, click Add Participant and fill in the basic details: name, study ID, and contact information. Once the profile is created, Scout can process payments, coordinate travel, and send confirmations directly to that participant.

You’ll only need to enter this information once—after that, it’s saved for future requests and easy to update if anything changes.

When your participant needs payments processed or travel arranged, submit it through the Portal. You’ll fill out a short form with basic details—dates, destinations, purpose of travel, or expense type.

Scout reviews requests within 24 hours, so you’ll get confirmation fast. Once approved, you can track every stage of the request from the same dashboard.

No spreadsheets. No phone tag. Just clear updates when you need 'em.

You’ll receive automated email notifications whenever an action is needed—like approving a change or confirming a booking. These reminders help keep studies moving smoothly without any extra admin on your end.

You can also send quick notes to your Scout contact through the Portal if you have study-specific questions.

If you ever need support, help is right there when you need it:

• Site Submission Page: For quick forms or escalations

• Email: SiteEngagement@scoutclinical.com or info@scoutclinical.com

• In-Portal Help: Simple prompts guide you step-by-step

• Patient Liaison Team: 
  United States: +1-800-601-0012
  United Kingdom: +44-207-307-9906

No ticket bots or endless phone menus. You’ll always reach a real person. 

It’s fast, compliant, and built for real-world site workflows. What's not to love? The Portal lets you focus on what matters most: supporting participants and keeping your study on schedule.

With multilingual support, secure data handling, and real-time visibility, it’s one less system you have to wrestle with.

If your site's set up to use the Scout Portal, your Welcome Email should be waiting in your inbox. Click the link, sign in, and you’re ready to go.

If you haven’t received your credentials or have any questions, reach out to your Scout Site Engagement contact or fill in our simple Site Submission form. 

Simple as that.