Contents: Background | Introduction | Challenges | Journey | Why LabKey | Results | Conclusion
Background
Crux Biolabs was founded in 2011 as a producer of academic research kits. In 2017, the company expanded to serve biotech and pharmaceutical clients, driving rapid growth. This included a move to a larger facility and a shift in focus toward supporting clinical trial pipelines. With this evolution, their legacy sample management methods could no longer keep pace.
Introduction
As Crux Biolabs grew, managing samples with manual methods—primarily Excel spreadsheets—became increasingly inefficient and error-prone. To handle rising sample volumes and the complexity of clinical trial projects, the company needed a modern solution that ensured both data integrity and regulatory compliance. Recognizing the need for a scalable, reliable system, Crux Biolabs began searching for an advanced inventory management platform to replace manual processes and support future growth.
Challenges
Crux experienced these data and lab challenges:
Fragmented Data Management: Sample information was spread across multiple Excel files and tabs, making it difficult and time-consuming to locate records or resolve discrepancies.
Manual, Labor-Intensive Processes: Entering sample details and assigning storage locations required slow, manual input. Searching for individual samples meant checking them one by one.
Data Integrity and Security Risks: Shared spreadsheets caused version conflicts and lacked traceability. There was no way to confirm who made changes, when they occurred, or what was altered- posing a serious risk to data integrity.
Inconsistent Tracking Methods: Without a standardized system, team members used different approaches (such as highlights or comments) to mark sample status. This inconsistency created confusion and made it difficult to monitor samples across workflows.
The Journey
Recognizing these challenges, Crux Biolabs initiated a structured transition to Sample Manager:
System Evaluation & Selection: Crux Biolabs evaluated multiple sample tracking systems and determined they needed more than basic freezer management. They chose LabKey Sample Manager for its ease of use and ability to connect samples, assays, workflows, and ELNs in a single platform.
Hands-On Trial: The team tested daily workflows in a trial environment, gathering feedback and identifying configurations to meet immediate needs. After discussions with LabKey, they confirmed their decision to adopt the system.
Data Consolidation: Legacy spreadsheets and paper records were migrated into Sample Manager. Samples were organized by service type, and automated freezer placement replaced manual row/column tracking. Visual and list views simplified finding and verifying items, while statuses and workflows enabled end-to-end tracking—including shipments with assigned tasks, owners, and deadlines.
Rollout & Results: Core sample tracking workflows launched first, followed by integrations with assays, workflows, and notes. Tiered per-user pricing encouraged adoption as more staff joined. The team achieved faster processes, fewer errors, smoother client data transfers, and significant time savings.
Why LabKey
Crux Biolabs selected LabKey Sample Manager to centralize data and streamline workflows. The software offered the flexibility and functionality needed to address immediate challenges while supporting long-term growth.
Key reasons for choosing LabKey included:
Centralized Data: A single platform for all samples and projects, with clear workflows for organizing incoming materials.
Automated Storage & Tracking: Automatic sample placement in storage boxes, eliminating manual entry and providing flexible visual layouts.
Flexible Access Control: Role-based permissions to manage who can view or modify data across teams.
End-to-End Workflow Management: Built-in tools to assign statuses, manage tasks, and track complex processes like shipments.
Future-Proofing: Versatility to expand beyond samples into reagents and regulated materials, such as scheduled poisons.
Included Expert Support: Responsive, lab-savvy assistance and guided onboarding to ensure best practices and long-term success.
Results
The transition to LabKey Sample Manager delivered significant improvements in both efficiency and data quality:
Simplified Workflows: From registration to shipment, processes became faster, clearer, and easier to follow.
Improved Data Quality: Client data transfers are now more accurate, with fewer mistakes and less confusion.
Time Savings: Automation and centralization reduced time spent on manual entry, searching, and reconciliation.
Unexpected Benefits: Workflow management proved especially valuable for tracking and managing frequent, complex shipments.
Broad Adoption: Teams quickly embraced the platform thanks to its intuitive interface and role-based permissions, leading to standardized processes and improved cross-team visibility.
Conclusion
LabKey Sample Manager has transformed operations at Crux Biolabs, replacing manual spreadsheets with a secure, automated, and centralized system. Beyond solving immediate challenges, it provided a flexible platform that positions the company for continued growth and expansion into new areas of data management.
Hear first hand from Crux Biolabs how they’ve implemented Sample Manager streamline sample tracking and support complex workflows.