6 Reasons to Say Yes to a CTMS Live Demo
We’re heading into Q2 and if you’re in the process of switching to a new CTMS, you’re likely at a critical point. Recent studies highlight that 45% of CXOs that see legacy system modernization as the most important key to responding to a dynamic marketplace. There’s no time to waste as we head for warmer weather and clinical trial milestones!
Welcome to the fourth installment of our latest series, “Migrating Your Legacy CTMS.” By now, you’ve assessed the strengths and weaknesses of your current system. You’ve decided what you’re looking for in your new Clinical Trial Management System and you’ve written an RFP to find some potential fits. Now, it’s time to move to the next step: accepting live demos from the best candidates.
It’s a crucial step in the process and one that’s often overlooked. It might seem easier to just choose a candidate sight-unseen, and hope for the best. But experiencing hands-on insight into how a system actually functions is priceless—both figuratively and literally. Instead of vague promises, a live demo offers direct answers to whether the software meets your needs.
At BSI, we have decades of experience in caring for our clients and making sure we offer the best products and support across the board. Here’s why we say live demos matter—and what to look for.
1. Seeing the Software in Action
Most CTMS solutions offer similar capabilities: study tracking, site management, and reporting, to name a few. But the way these features work in the real world is what’s actually important. A live demo lets you see the system in motion instead of relying on static screenshots.
A CTMS might claim to have a study overview dashboard—but does it actually provide useful, at-a-glance trial progress updates? Or does it need excessive clicks and manual data entry? When simple tasks feel cumbersome, the software could slow down daily operations instead of improving them. Seeing how the software will work on an everyday basis is a must.
2. Tailored to Your Business Needs
A strong demo is so much more than your run-of-the-mill sales pitch: it’s built around your specific challenges. Vendors should show how their CTMS addresses real-world problems, especially the ones in your RFP. Whether it’s tracking site performance, managing investigator communications, or ensuring compliance, live demos respond to your concerns.
For example, if your top priority is monitoring site activity, the demo should show how the system tracks enrollment numbers and deviations, and how the system can support the planning and execution of monitoring visits. If you need to filter data by region, site, or investigator, the vendor should demonstrate how this works. If they can’t provide clear answers, their software isn’t the right fit.
Live demos are also a great time to clarify operational concerns. You can discuss in real time, covering all your questions in one meeting. Will the CTMS integrate smoothly with your existing systems? How does it handle electronic signatures? Does it create automatic regulatory reports? All your answers (and the processes to support them) happen on the spot.
3. Assessing User Experience
An advanced CTMS is ineffective if it’s difficult to use– and there’s just no way an unusable CTMS is the right fit for your team. A live demo helps you evaluate whether the interface is intuitive and usable or if routine tasks require excessive steps, training time, or frustration.
Usability is more than a streamlined interface–it’s a streamlined workflow. If a study manager needs to check enrollment status across multiple sites, for example, the software should provide that information instantly. They shouldn’t have to click through several menus. If the CTMS live demo shows that routine tasks take longer than they should, the system could create more work instead of reducing it.
4. Meeting the Vendor Team
Choosing a CTMS isn’t just about the software—it’s about the people behind it. A live demo is your chance to evaluate the team you’ll be working with for implementation, training, and ongoing support.
Who presents the demo matters. Is it just the sales team, or are technical experts like project managers and integration specialists involved? A vendor that brings in experienced professionals shows how seriously they’re taking the process. It’s a sign of commitment to long-term client success.
Pay attention to how well the vendor understands your industry. Are they asking thoughtful questions about your trials, or are they just reciting a script? Their responsiveness and transparency during the demo can indicate how they’ll handle future requests for customization and support.
If you ask how the CTMS handles ad-hoc report generation, a strong vendor will walk you through the process in real time. A weaker vendor might dodge the question or promise the feature in a future update. We’ve all heard that too many times while evaluating software!
5. Clarifying What’s Possible (And What’s Not)
Marketing materials often describe a system as “flexible and customizable” but a live demo’s where reality meets expectations. It’s your best opportunity to test whether configuration is truly user-friendly or if every adjustment needs vendor intervention.
If a vendor claims their CTMS integrates smoothly with other systems, they should demonstrate how. Is it a viable candidate for CTMS integration? Can it exchange data with your EDC or finance software? Will it require manual workarounds? Similarly, if they promise extensive reporting options, the demo should include a walkthrough of how reports are generated and exported. If data extraction requires technical expertise or additional programming, the system might not be as adaptable as advertised.
It goes right down to the small details. If your team needs features like real-time trial tracking, the demo should show whether updates happen automatically or if users have to manually refresh dashboards. Tiny considerations like this can make a big difference in efficiency.
6. Avoiding Hidden Costs
Pricing models for CTMS software is complex. We’ve all been met with those potential extra charges for integrations, additional users, or essential features. A live demo is your chance to ask direct questions about cost, right to the vendor representatives.
Some vendors charge per site, per user, or for API access. Others might have fees for retrieving archived study information or exporting data. If a vendor hesitates to talk about pricing specifics, you know there’s a risk of unexpected costs down the line. By asking about these costs and seeing the vendor’s reaction, you can avoid surprises down the road.
Make the Most of Your Live Demo
Before a live demo, as with anything good in life and business, preparation is key. Define your top use cases in advance and bring a variety of stakeholders to the session. This could include end users, IT specialists, and decision-makers, so all perspectives are considered. Instead of accepting verbal assurances, ask vendors to demonstrate how specific features work in real time.
A live demo gives clarity, separates clever marketing from true functionality, and helps you gauge whether a vendor is a reliable long-term partner. There’s no reason to wait–accept the live demo, evaluate each demonstration, and make a confident, informed decision about your next CTMS.
Ready to Meet Your Best Fit? Live Demo the BSI CTMS
The BSI CTMS is top of the line and we have the track record to prove it. Our modern CTMS solutions cover all aspects of your clinical trials.
BSI’s CTMS is the most innovative, function complete, and easy-to-use clinical trial management software on the market. It provides CTMS, eTMF, Study Startup and Trial Supply Management in one integrated, unified platform.
Standard interfaces (API) assure complete data oversight and easy integration with the external systems (e.g. EDC and payment system) of your choice. The BSI CTMS is the central hub for all aspects of your clinical trials. It’s available as SaaS for ease of use, continuous improvement, and simplified infrastructure.
We’re modern, sleek, and designed with the user in mind for intuitive end-to-end clinical trial management. And the best part? We offer updates, upgrades, and scalability in-house with a full client support team for your legacy system migration and beyond.
There’s never been a better time to embrace a better CTMS. Book a call for your live demo today!
