June 17, 2025
About LabKey
Lab inventory software promises to streamline operations, improve sample traceability, and reduce manual errors. Yet in many cases, that promise isn’t fully realized after implementation. Systems may be underutilized, workflows might not transition smoothly, and confidence in the platform can gradually erode.
Implementation failure isn’t always obvious at first. It can start quietly—with frustrated users, small workarounds, or tickets that go unanswered—and eventually lead to full system abandonment. The root causes are rarely technical in nature. Instead, they stem from how the software is designed, supported, and introduced into the lab.
Below are four of the most common reasons lab inventory software fails after implementation—and what lab managers can do to avoid these costly missteps.
1. Hard to Use Lab Inventory Software Will Be Ignored
The most advanced features mean nothing if users can’t—or won’t—navigate the system. Poor interface design, confusing workflows, or inconsistent terminology can turn even basic tasks like sample check-ins or location updates into a frustrating experience.
In busy lab environments, ease of use isn’t a nice-to-have. It’s essential in your lab inventory management. If scientists and technicians struggle to complete routine tasks quickly, they’ll bypass the system and revert to informal methods, jeopardizing data integrity.
What to look for:
- A clear, intuitive interface with minimal clicks for frequent tasks
- Support for barcode scanning, bulk edits, and templated actions
- A consistent user experience across roles and modules
When lab inventory software feels like a help—not a hurdle—adoption follows.
2. Inflexible Systems Can’t Keep Up with Evolving Science
Research doesn’t stand still. Labs evolve their methods, add new sample types, and restructure workflows to meet new goals. Inventory systems that are too rigid—locked into predefined fields, fixed workflows, or static data models—can’t keep up.
When software doesn’t adapt, labs are forced to adapt around it. That often means off-system tracking, redundant data entry, or complete disengagement.
What to look for:
- Configurable data structures (e.g., custom fields, sample types, containers)
- Workflow tools that can evolve without vendor intervention
- Support for unique use cases and long-term scalability
Flexible software doesn’t just handle today’s science—it makes room for tomorrow’s.
3. Lab Software Training That Stops After Going Live
Implementation doesn’t end when the system goes live. Without regular training and onboarding resources, even well-designed software can fall out of use—especially in labs with rotating staff, students, or evolving roles.
A single training session at launch won’t meet your long-term data management needs. Teams require accessible documentation, contextual help, and ongoing support to build confidence and maintain consistency.
What to look for:
- Role-specific training during implementation
- Refreshers and onboarding resources for new users
- Quick-reference guides and searchable help content
Sustainable success requires more than one-time training. It requires a learning strategy.
4. Poor Customer Support Breaks Momentum
When problems arise—and they always do—timely, knowledgeable support makes all the difference. Delayed responses, unclear answers, or lack of follow-through erode user trust and stall adoption. And under certain customer service models, you can run out of service hours before getting an answer, sticking your lab with paying more or figuring out the problem yourself.
Successful lab inventory system implementations are backed by customer service teams who understand lab operations, not just software. Support should be proactive, collaborative, and equipped to solve both technical and workflow challenges.
What to look for:
- Responsive support with clearly defined service level agreements
- Direct access to implementation specialists and product experts
- Guidance that goes beyond “how” to include “why” and “what else”
High-quality service isn’t just reactive. It’s part of the partnership.
Final Advice on Choosing Lab Inventory Software
Lab inventory management software fails after implementation when users are frustrated, workflows are unsupported, training is inadequate, and help isn’t there when it’s needed most. These aren’t software issues—they’re implementation issues.
For lab and biobank managers, avoiding these pitfalls means looking beyond the feature list and evaluating the full ecosystem: usability, flexibility, onboarding, and support. When all of these align with the lab’s real needs, the system becomes not just another tool—but an integral part of scientific success.
Interested in LabKey’s Lab Inventory Software?
Discover LabKey LIMS, our software is designed to make lab inventory management a natural part of your lab’s ecosystem. Just like all LabKey products, LabKey LIMS includes our high level of proactive customer support.
Learn more about LabKey LIMS inventory management.
