Managing Sites

A site represents one of your physical clinic locations.

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Sites belong to one organization

Each site belongs to exactly one organization. Sites are never shared across organizations, even when a study is shared. If your organization collaborates on someone else’s study, you can only ever attach your own sites to it.

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Adding a site to a study

Your organization needs access to a study, as owner or as an invited collaborator at Manager tier, before you can attach one of your own sites to it. Assigning or removing a site requires Organization Admin or Organization Manager access. A study can have zero, one, or several sites. If the study is shared, those sites can belong to different collaborating organizations at once.

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Turning off Auto-Scheduling at a site

For sites that have Auto-Scheduling on for a particular study, you can turn off Auto-Scheduling at any time. If a volunteer is mid-booking there when you turn it off, you’ll see a preview of how many people are affected before confirming. See Auto-Scheduling Visits. Any open booking flow for that volunteer is released immediately, which makes them visible to you right away, and they’re notified that someone from your team will follow up directly. The platform leaves re-offering affected appointments to your team.

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If a location’s setup changes unexpectedly

If a site loses hours, is deactivated, or has slot configuration issues, the Setup page toggle remains “on” but displays a warning, separate from the normal “on and working” and “off” states. This warning indicates that you should review the site’s hours and slot configuration.

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Changing a site’s address

Updating a site’s address, city, state, or zip requires the new address to pass verification before it saves. This will not automatically cancel an existing appointment at that site. Both a volunteer with a confirmed appointment and one still holding an unused booking link will be texted the new address. A material address change can also update a study’s price at that site, since your recruitment area’s population may have changed. See Auto-Scheduling Visits.

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Changing a site’s hours, slot settings, or time zone

Unlike an address change, editing a site’s hours, appointment slot length/capacity, or time zone can invalidate appointments that are still Confirmed by Jaspari, if the appointment no longer falls within the new hours or no longer fits the new slot grid. There’s a 3-hour grace period before anything is actually cancelled, so a quick correction never reaches a volunteer, unless the appointment is happening within the next 4 hours, in which case it’s resolved immediately. Only a change to slot length or capacity shows you a preview of how many appointments would be affected before you confirm it. Hours and time zone changes take effect immediately with no upfront preview. See Auto-Scheduling Visits for exactly what happens to an affected appointment.

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Removing a site from an active study

If your recruitment area is defined by radius around your sites, you can’t remove the last site from a live study, since it would leave no measurable recruitment area. Add a replacement site first, or switch your recruitment area type before removing the last one. If removing this site disables scheduling for the study entirely, confirmation is required before proceeding.

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Reassigning a volunteer’s site

If a volunteer isn’t yet tied to a site (common for hybrid or nationwide studies), you can assign one manually from the volunteer’s detail page. This requires at least Team Member access, and the target site has to be one of your own that is already running that study. Site reassignment cannot be changed while a volunteer has an active or confirmed appointment. The appointment must be cancelled or completed first.