What is MyCap?

A tool for researchers – a customizable participant-facing mobile application available at no cost to capture patient reported outcomes based on a REDCap project.

A tool for participants – a centralized study ‘home’ (app) for information and actions that facilitates continuous participant engagement and participant retention. It is available on iOS devices (iOS v12.0+) and Android (v5.0+) for free.

How does MyCap work?

MyCap is a standard feature of REDCap v13.0+. Data is collected from participants through the app via customizable surveys and the automated administration of active tasks (activities performed by participants using mobile device sensors). All data collected in the MyCap app is automatically synchronized to the REDCap server as soon as the app is opened and internet connection is available. This allows for offline data collection (e.g., a participant can enter data while on a flight and data will sync to REDCap as soon as they land and connect to the internet again). Frequent data collection is strongly encouraged for MyCap usage.

MyCap also facilitates participant engagement and retention by providing quick access to project staff and secure two-way communication (e.g., messaging and announcements) within the app.

For more information about MyCap, check out the MyCap website, publication, resources, videos, and a list of MyCap use cases.

How is MyCap Different from the REDCap Mobile App?

MyCap is an application installed on a participant’s mobile device so the participants can complete data collection instruments, surveys, and other tasks remotely on a schedule designated by the study team.

Alternatively, the REDCap Mobile App is typically downloaded to the study team’s mobile device and taken to the participants – it is not downloaded to a participant’s device. It is most useful in instances when an internet connection is unavailable or unstable. The REDCap Mobile App requires a REDCap login.

What is the role of REDCap Admin?

The responsibilities of the REDCap Admin include: 

• Educating their research community that MyCap is a freely available resource (handout, slides)
• Pointing study teams to available MyCap resources
  • MyCap Youtube
  • MyCap Resources
  • REDCap > Project Settings > Main Project Settings > Learn more about MyCap
• Fielding questions from study teams about how to best configure their project for MyCap.
• Approving requests for MyCap to be enabled on REDCap projects, if the respective institution requires REDCap Admin approval.
• Ensuring study teams are operating on the most up-to-date REDCap versions as possible

What is the role of the study team?

The study team is responsible for setting up their REDCap project, requesting to enable MyCap, configuring the MyCap Settings and App Settings, and completing thorough testing to ensure all instruments and surveys (tasks) appear as expected in the MyCap App. The MyCap team and a study team’s REDCap Admin(s) can offer guidance and resources throughout this process as needed.

The study team is also intended to support participants enrolled in their MyCap study (the study team can include their contact information in the MyCap App Links page for this purpose). If participants run into issues with the MyCap App that the study team cannot solve, the study team should email their REDCap administrator (enter institution to find administrator here) and the MyCap inbox: mycap@vumc.org. 

What is the new MyCap App?

A new version of MyCap was released in September of 2023 as a full app re-write in the cross-platform Flutter framework. This new version offers many new functionalities including:

• Longitudinal project support
• Parity in Active Tasks for Android and iOS
• Support of rich text in REDCap field labels
• Ability to embed hyperlinks within field labels
• Participant dashboard of overdue, future, and completed tasks
• Support of image and video capture, as well as upload from device’s gallery from iOS and Android
• Ability for participants to switch devices and retain their place in project after rejoining
• View full list of new features here

Please note that the new MyCap App has a minimum version requirement of REDCap v13.0.

Why do I see two MyCap Apps in my App Store? 

When the new MyCap App described above was released in September of 2023, it was named “MyCap” (purple logo), and the former app was renamed “MyCap Classic” (black logo). Both versions of the MyCap App can be found in the Google Play Store and Apple App Store. 

Which version of the MyCap App should I use? 

All projects that will capture data after August 2024 should direct participants to use the new MyCap App instead of MyCap Classic following the retirement of the MyCap Classic App. However, the app that your project points to depends on your institution’s REDCap version and when the project was created:

• Projects enabling MyCap prior to September 2023 directs participants to the MyCap Classic App by default. Use this guide to transition your project and existing participants to the new MyCap App.
• If your institutional REDCap instance is 13.10 or greater:
  • • All studies created after September 2023 will automatically direct participants to join the new MyCap App (purple logo).
    • If your project was created prior to September 2023, you can transition your project and participants to the new app using this guide.

What are the plans for the former MyCap App (MyCap Classic)? 

Following the retirement of MyCap Classic (black logo) in August of 2024, we no longer provide any support for MyCap Classic App. The app will remain on the Google Play and Apple App Stores and study teams can choose to continue using it, but must know that it will begin to depreciate overtime. Use of MyCap Classic after its retirement is therefore strongly discouraged.

Set Up

How do I get started with MyCap? 

1. Connect with your REDCap Administrator: Ensure you are operating on REDCap v13.0. If you are on an older version, your REDCap version will need to be updated before you can utilize MyCap.
2. Set up your REDCap project: Enable MyCap from the Project Setup page under Main Project Settings. MyCap can be enabled either before or after designing the project’s REDCap instruments. Check with your REDCap administrator if assistance is needed.
3. Enable MyCap: Under Settings > Project Setup, press “Enable” next to “Use the MyCap Participant-Facing Mobile App?”. You may need to wait for administrator approval to enable MyCap (whether requests have to be approved by REDCap Admin is institution-specific). Once MyCap has been enabled on your project, you will see a “MyCap Participant Management” section in the left-hand menu in REDCap.
4. Configure Instruments: Use the Online Designer to specify which instruments you would enable as MyCap tasks. Configure task schedules and set baseline dates as needed. 
5. Guidance on Configuration: Access a detailed Help document from the Project Setup page by clicking on “Learn More about MyCap” or review brief instructions in the Design and Configure the MyCap App section under [View MyCap Initial Instructions].

Who can create projects compatible with MyCap, and can it be enabled on existing projects? 

MyCap can be enabled on all new or existing REDCap projects as long as you are operating on REDCap v13.0+. Additional configuration will be needed to enable Instruments for MyCap Active Tasks.

What versions of iOS and Android are compatible with MyCap?

iOS versions 12.0+ and Android versions 5.0+.

Can I personalize the MyCap app for my project? 

App Design: Customize the app’s look and feel using MyCap App Settings. Create About pages, add project contacts, insert hyperlinks, and select a color theme.

For Detailed Guidance: Access the MyCap App Design section in the detailed Help document from the Project Setup page.

REDCap Feature Compatibility

Is branching logic supported? 

Yes, branching logic within a single instrument is supported. Single-statement ([foo] = 1) branching logic has always been supported. Complex branching logic ([foo] = 1 AND ([bar] > 2 OR [baz] = ‘Hello’)) is available since MyCap Android v1.5.1 and iOS v2.5.0. However, mathematical functions “([foo] > ROUND(2.5)” are not supported. Branching logic between instruments is not yet supported. 

Can I use action tags/smart variables?  

MyCap is not compatible with REDCap’s smart variables, piping, special functions, and most action tags. MyCap does honor the @HIDDEN action tag and does have a number of unique action tags specific to MyCap. For example, the @MC-FIELD-FILE-IMAGECAPTURE action tag applied to a REDCap File Upload field would allow a participant to capture a photo using their device’s camera. View the list of MyCap action tags in the REDCap action tag help text (if using REDCap 13.0 on a project) or from the MyCap Participant Management > Help > Annotations.

Is piping supported? 

Not at this time. 

Can you put HTML in field labels? 

This is not available in MyCap Classic but is available on the newest MyCap App. Field labels will appear as formatted using the RichText editor. 

Active Tasks

What is an Active Task? 

Active tasks are designed to measure sensory information using a device’s sensors (camera, microphone, screen, or speakers). Amongst many other capabilities, Active Tasks allow researchers to measure a participant’s range of motion, spatial memory, reaction time, speech recognition abilities, and tapping speed all through the app. Active tasks can capture information that would otherwise require a clinic visit to collect.

Does MyCap support Active Tasks? 

MyCap supports Active Tasks in seven distinct categories. This includes activities related to motor skills, fitness, cognition, speech, hearing, hand dexterity, and vision. Please note that unlike the MyCap App released in September of 2023 (purple logo), MyCap Classic does not offer parity in Active Tasks.  Click here view which tasks are available for iOS versus Android.

Supported Languages

Are MyCap users able to change the app’s language?

Yes, MyCap is available in 18 languages: English, Simplified Chinese, Hindi, Spanish, Arabic, French, Begali, Brazilian Portuguese, Urdu, Japanese, Punjabi, German, Korean, Italian, Tagalog, Vietnamese, Haitian Creole, and Ukranian. Users can change the language settings for the user interface within the app. For the translation of MyCap tasks, use of REDCap’s Multilanguage Management Module (MLM) is available on REDCap versions 14.5.4+.

How do participants join a project?

Each participant using MyCap must have a record ID in the REDCap project before they can join the project in their MyCap App. After the participant’s record is created, participant’s access can be granted via a unique QR Code or Dynamic Link (i.e., hyperlink). Participant records can be created by having the participant complete an intake survey (recommended). Alternatively, research teams can add (or import) participants directly in REDCap or directly into MyCap.

How do I decide whether to onboard participants via Dynamic Links or QR Codes?

* Enter HTML provided into Survey Settings > Survey Completion Text

** REDCap has the capability to send SMS text messages for Alerts & Notifications by using a third-party web service named Twilio (www.twillio.com). To use this feature, you must have a paid Twilio user account as there is a cost for each phone call made and for each SMS message sent.  

What information is included in the Dynamic Links and QR Codes?

The Dynamic Links and QR Codes contain three data elements: the participant ID, REDCap project ID, and an institution ID. Researcher teams can view each participant’s unique QR Code Dynamic Link under the MyCap Participant Management> [Invite Participant] column.

What is a Dynamic Link?

MyCap leverages Google’s Firebase Dynamic Links that allow participants to click on a URL to join a MyCap project, even if they do not yet have MyCap installed. This allows participants to join projects without requiring the use of QR Codes and helps decrease accessibility barriers to MyCap.  

How do I send a participant their Dynamic Link?

Dynamic Links can be sent to participants via email, such as REDCap’s Alerts & Notifications or text, if using a third-party service like Twilio (see ** under table above), or a Dynamic Link can be set to appear in the “Survey Completion Text” after a REDCap survey is completed.

What happens when participants scan a QR Code?

Participants must scan the QR Code using the MyCap App, not their device’s camera. After scanning the QR Code, the MyCap App immediately takes the participant through several setup screens, including the project’s About Screen(s).  

Can I automatically disseminate the Dynamic Link or QR Code to participants?

Yes! MyCap provides text and/or HMTL that can be used to automatically trigger the dissemination of the Dynamic Link and/or QR Code for participants. After copying the text/HTML, it can be inserted as (a) Survey Completion Text that is displayed after a survey is completed or (2) REDCap Alerts and Notifications that are automatically triggered once logic is met (e.g., a record is created or saved).  

In REDCap, the text is provided under MyCap Participant Management > Participant List > Invite Participants.

Check out our How Participants Join Projects Quick Guide for instructions on setting up the automated emails.

Can MyCap support remote participant setup/enrollment?

Absolutely! For fully remote trials, we recommend using Dynamic Links for onboarding participants as everything can be done from a single mobile device. You can review the table on Participant Onboarding Procedures above. 

Can I allow participants to disable the passcode requirement when they open the app?

A participant is required to create a 6-digit PIN unique to the MyCap App. Participants may also unlock the MyCap App using biometric identification when the device allows it. Participants can choose to disable the MyCap App’s passcode security in MyCap settings. 

How do I troubleshoot synchronization issues?

Synchronization issues are displayed in MyCap Participant Management > App Sync Issues. Any data that could not be saved directly to the REDCap project can be viewed here. Issues must be manually resolved by entering or importing the data into REDCap and flagging the issue as resolved.

Steps to Resolve Issues:

• Review the synchronization issue details in the MyCap Participant Management > App Sync Issues section.
• Manually enter or import the data into REDCap.
• Flag the issue as resolved to remove it from the list of unresolved issues.

Notifications

When do push notifications go out and can I change it?

There are two types of notifications for mobile apps, local notifications and push notifications.

• Local Notifications: Scheduled by the device and will be seen when a participant is online or offline.
• Push Notifications: Sent from a server to the device and can only be received when a participant is online. Push notifications sent when a participant is offline will be saved until the participant is online. 

MyCap uses local notifications for scheduling tasks. Participants using MyCap Classic will receive a local notification at 8AM with the message “You have an activity to complete today.”

Participants using the newest MyCap App released in September of 2023 (purple logo) will see their MyCap Profile name in the MyCap notification. By default, participants will receive an 8 AM notification in their time zone on each day they have a task due. Notification timing can be changed in REDCap within MyCap App Settings> Notification Settings.

MyCap uses push notification when a researcher sends an ad hoc message to a single participant or an announcement to all participants. These can be sent anytime but they cannot be scheduled to send at a scheduled time in the future. 

Can I schedule notifications regarding tasks or overdue tasks?

No, MyCap cannot yet send reminder notifications for incomplete tasks. MyCap currently sends notifications for tasks at 8 AM on the day the task is scheduled to occur. However, the MyCap App released in September of 2023 (purple logo) displays “Overdue” tasks in a distinct tab.

Messaging

Can I message participants via the MyCap App?

Yes, MyCap provides in-app messaging between REDCap users and study participants. When messages are sent to a participant in the MyCap app released in September of 2023 (purple logo), they receive a push notification on their device that says, “New Message: Secure message is waiting for you” (assuming the participant allows MyCap to deliver push notifications). When messages are sent to a participant in MyCap Classic, they receive a push notification on their device that says, “You have a secure message waiting” (assuming the participant allows MyCap to deliver push notifications). The participant may read the message after opening the MyCap App. If the participant does not allow push notifications, he or she will still be able to read the message but will not see the notice indicating that a new message is available. 

Additionally, project-wide Announcements can be used to send a message to all participants in a project. All announcements are visible to participants even if they join the project after the announcement is sent. The announcement date is included.

Can participants send messages to the study team via the MyCap app?

Yes, participants can send messages via their MyCap App (both MyCap and MyCap Classic) to the REDCap users on a project. REDCap users are NOT currently notified when a participant sends a message. 

• • In REDCap 13.0+, REDCap admins and users with “MyCap Participant Management” rights can view messages from any participant/record. When a message is received, a badge displays beside “MyCap Participant Management” to indicate if there are unread messages.
  • From MyCap Participant Management > Messages, REDCap users can view Messages received from participants. REDCap users can indicate whether the message has been reviewed by clicking the “Action Needed” toggle.

IRB Information

How do I describe MyCap to my Institutional Review Board (IRB)?

Please follow local IRB processes and policies if a project requires approval by the Institutional Review Board (IRB). The use of MyCap to capture participant data should be explained in the IRB application. The language below may be helpful.  

“MyCap is a freely available participant-facing mobile application that can be installed on iOS and Android devices to capture patient-reported outcomes for any REDCap project. All data completed on a participant’s device are automatically and immediately synchronized to REDCap. If data are completed while participants are offline, data are synchronized when internet connect is restored and the App is opened.”

Security

Could you describe the security features of MyCap?

• Data Storage: Participant data is stored locally on the device in an AES-256+SHA2 encrypted database. Data remains on the device if an internet connection is not available. Applies to both iOS and Android devices.  

• Data Transmission: Participant data is stored locally on the device in an AES-256+SHA2 encrypted database. When an internet connection is available, data is transmitted directly to REDCap using an SSL (TLS v1.2) connection. A hash-based message authentication code (HMAC) is used to verify the integrity of the data and authenticate the sender. Data is wiped from the device after successful transmission.

• Data Privacy: Participant entered data (i.e., task responses) are not stored or sent anywhere else. Data exists on the participant’s device or on the server.

• Data Deletion: Data is wiped from the device after the MyCap App verifies that data has been successfully transmitted. Note that there is an optional MyCap feature that lets a participant see some of the data s/he has entered for an individual task/instrument/survey. By default, data is wiped. 

• App Access Security: Participants create a 6-digit PIN that is used to open the app. This PIN feature can be disabled by participants if they choose.

Also see security and architecture overviews below.

Security PDFDownload

Architecture PDFDownload

Does MyCap use any 3rd party services?

The MyCap App uses Firebase Analytics, Crashlytics, and Cloud Messaging. Firebase generates its own identifiers that live on the participant’s device. There is no way for Vanderbilt to link a MyCap participant code to a Firebase user identifier. Participant meta-data stored in Firebase cannot be linked to participants in your project. 

Messages sent to and from a participant are transmitted via the MyCap API, not Cloud Messaging. Cloud Messaging simply handles push notifications.

How do I get help with MyCap?

• Visit our resources page: Access comprehensive guides, tutorials, and documentation to help you navigate and utilize MyCap effectively.
• Feature requests or bug reports: Post to the MyCap space to submit feature requests or report bugs.

• Join the weekly MyCap Assistance call: Every Tuesday at 11 AM CT, join our live assistance call for real-time support and answers to your questions.

• Email: If you have something private to discuss that should not be posted in the MyCap space, such as details about a specific project for one of your investigators, please email mycap@vumc.org.

What happened to the MyCap External Module?

The MyCap External Module, the original operational format of MyCap, was retired on June 30, 2023. This was done in light of the release of MyCap as a standard feature in REDCap in December of 2022. Utilizing MyCap as a feature of REDCap rather than as an External Module provides several advantages including:

• Streamlined features and a more intuitive setup process in a single interface
• Intuitive indicators in REDCap when participants send messages to project teams
• Simplified processes for generating participants’ QR codes/dynamic links
• Embedded MyCap resources that help REDCap users configure their projects independently
• Functionality that honors Data Access Groups in MyCap messaging and participant lists
• Enhanced user rights that allow for limiting a user’s ability to a) configure tasks and the app design and/or b) communicate with participants via MyCap messages and announcements

The External Module is still operational but no longer receives feature updates or bug fixes. Watch this video to learn how to migrate your project from the External Module to MyCap in REDCap.