Manage projects and colleagues

Your workspace opens on its studies. A project is an optional flat collection of related studies, for example "Glucose verification 2026". Starting a study directly uses General studies; you can choose another project when you need one. Studies can be filtered or grouped by analyte, as described in finding your way.

Projects, studies and reports belong to a laboratory workspace. Every current member of the institution's plan can create a private workspace and share it with selected current members of that same plan. Plan membership gives access to the plan's tools. Workspace invitations determine which laboratory records you can see. You can belong to several workspaces, with a different role in each. The table below describes workspace roles. See Sign in and join your workspace.

Whoever creates the workspace is its Owner. Ownership transfer and activity are described below. Administrators manage Editors and Viewers; only Owners manage Administrators.

An institution administrator opens Account > Institutions & plan, chooses the institution and selects Manage members to assign each sign-in email. Existing accounts receive plan access immediately; a new colleague signs in with the assigned email and its code. Manage workspace access in Settings > Members. An Owner or Administrator can Invite a colleague with an Email address and Role, then Invite. Invitations take effect when accepted by that verified current institutional member. No invitation email is sent, so share the application link yourself. Save role, Revoke invitation and Remove update workspace access and keep the saved laboratory records. To leave a workspace yourself, choose Leave workspace beside your own email and confirm; the Owner first makes an Administrator the owner.

You need the owner, administrator or editor role.

1. Open Studies, choose its Projects tab, then select New project.
2. Enter a Project name (up to 120 characters).
3. Leave Laboratory name blank to print your workspace's name on page 1 and in every page footer of the project's reports. Fill it in only when this project's reports need a different name. While the workspace is still called My laboratory (rename it in Settings > Workspace), a blank name prints the project name.
4. Optionally, tick Include a director signature line (optional) to add blank Director approval and Date lines to report page 1. See Change the laboratory name or add a director line.
5. Select Create project.

To change these later, open Project details and select Edit project, then Save project. A signed report keeps the details it had when it was signed off.

The Analyte filter and project overview group studies by the value entered on Set up. The menu lists studies directly.

• Capitals and spaces at either end don't matter: Glucose and glucose are one group, named after the spelling most of its studies use. Glucose and Glucose, serum are two groups, so agree on one spelling.
• A study without an analyte is listed under Analyte not set.
• Grouping is only for finding studies. Studies with the same analyte are never pooled.

An owner or administrator can open a project and select Move to Trash at the foot of Project details. The project's studies and reports go with it, and their links stop working.

To restore it within 30 days, open Trash at the bottom of the menu, or use the link in the message after moving it, then select Restore. After 30 days the project, its studies, reports and source files are deleted.

Empty Trash at the top of the Trash page deletes everything listed there straight away and frees its storage. Only an owner or administrator sees it. Its dialog states how many studies and signed reports will be deleted, and the deletion cannot be undone. Editors move studies to Trash and restore them; an owner or administrator empties Trash.

A single study moves to Trash from its More menu; see deleting a study. Saved sets of limits, saved column choices and lot plans are renamed or deleted in the Library; a deletion is permanent and asks first.

Open Settings > Storage and records to see your workspace's use and the shared institutional allowance: 200 MB, or 1 GB on the Laboratory plan, unless LabRuns has raised it. The institution's workspaces share this allowance; the workspace list shows only those you can access. Saved studies, imports, calculations, reports and retained Trash count toward it.

At 80% used, the application shows a warning with a Review storage link. When the allowance is full, saving pauses; opening and downloading saved work still works. To free space, an owner or administrator reviews Trash and uses Empty Trash for records the laboratory is ready to delete permanently.

The institution's free week starts with its first workspace. For seven days current members can use every study, import, calculation and report, starting up to three new studies in any 24 hours across its workspaces. Example and walkthrough studies do not count; a study moved to Trash still does. The line above workspace pages shows the free week and how many studies can start now.

After the week, an institution administrator subscribes to the Laboratory plan, $49 a month or $440 a year. One license covers all current members and the private workspaces they create under it. Members use email-code sign-in and receive the plan without their own checkout. Saving pauses without institutional coverage; current members can still read saved results and download reports and workspace records.

Open Account > Institutions & plan and choose the institution to see its plan. Its current Administrators can Subscribe yearly, Subscribe monthly or Manage billing. Stripe Checkout collects the business name and billing email for invoices. Members see coverage; financial details and invoices are available only to current institution Administrators. A purchase during the free week first charges when that week ends. Cancellation takes effect at the end of the period shown in Stripe. Monthly/yearly changes open after the original free week; contact LabRuns for an invoice-paid period change.

The Owner can choose Make owner beside an existing workspace Administrator in Settings → Members, then confirm the workspace name. The previous Owner becomes an Administrator. The workspace keeps the same institutional plan and records. Institution Administrators can also open Manage members under Account > Institutions & plan and use Hand over workspace to choose a current verified member, confirm the workspace name and record a reason. A workspace whose responsible member has left reads Needs handover · previously with that member's email, so each one goes to the right successor. The handover gives that person responsibility for the workspace and access to its records. An institution administrator needs workspace access to read private study contents.

The institution keeps its license, workspaces and saved laboratory records when an employee leaves. Removing institutional membership ends that person's online workspace access. Deleting a personal account also removes its personal drafts and sign-in data; saved study versions, calculations, reports and history remain. Arrange a second institution Administrator before the sole Administrator leaves. If none can sign in, contact LabRuns. We independently verify the institutional request and the replacement's sign-in email, then record the recovery. The former employee's sign-in is unnecessary. Copies already downloaded remain with their recipients.

Owners and Administrators can inspect the latest 100 administrative actions in Settings → Activity. Download workspace records for the full retained history, including membership, role, ownership, workspace-name, export and Trash actions. The history records the acting account's email and remains with the workspace if that account is deleted.