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Sample management software that keeps every sample in context

Sample Manager is cloud-based sample management software built to help labs track every sample with confidence. From receipt and aliquoting to storage, retrieval, shipping, and chain of custody, it provides end-to-end visibility across the sample lifecycle. Configurable workflows, freezer management, and rich sample context help labs reduce manual effort, improve accuracy, and stay ready for audits. Sample Manager also supports laboratories seeking to align with requirements such as 21 CFR Part 11 and HIPAA.

  • Configure sample types, metadata, and workflows to fit the way your lab works
  • Maintain end-to-end sample traceability across collection, processing, storage, and shipping
  • Centralize sample inventory, freezer management, and records in one easy-to-use platform
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Trusted by research teams and lab operations leaders worldwide.

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Why labs choose Sample Manager

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Centralized Tracking for the Full Sample Lifecycle

Disconnected tools make it difficult to maintain visibility across the sample lifecycle. Sample Manager brings receipt, processing, storage, retrieval, and shipment into one centralized system, so labs can track every sample with confidence from intake through final disposition.

Unique Workflows Need Unique Set-Ups

Sample Manager is designed to be configurable around your lab’s SOPs. Adapt sample types, metadata, workflow systems, and storage management to fit your lab – and evolve your system as your lab changes.

Traceability Built-In For Stronger Context

From chain of custody to sample history, Sample Manager creates a digital record of every key sample event. That means better visibility, fewer manual errors, and stronger support for audit readiness and compliance-focused lab operations.

Real Storage Management Makes Retrieval Easy

Sample Manager helps teams organize freezer inventory, track exact storage locations, and quickly find the samples they need. With structured storage management and searchable records, labs spend less time searching and more time moving work forward.

Sample management software built for complete sample visibility

Sample Management Software Sample Lineage

Track Every Sample

Stay connected to every sample from receipt through final disposition - and more.

Sample Manager gives labs one centralized place to track samples across the full lifecycle, including receipt, processing, aliquoting, storage, retrieval, and shipment. With connected records for lineage, chain of custody, metadata, and sample status, teams can maintain visibility, reduce errors, and move work forward with confidence.

  • Track every sample event across the full lifecycle, from intake to storage to shipment
  • Capture lineage, aliquot relationships, and chain of custody in one connected record
  • Configure sample types, metadata, and statuses to match your lab’s processes and study context
  • Maintain clear visibility into where samples are, what changed, and what happens next
Sample Tracking

Manage Storage with Confidence

Organize freezer inventory and retrieve samples without the guesswork.

Sample Manager helps labs manage freezer storage with clear location tracking, visual organization, and complete storage history. From capacity planning to freeze/thaw tracking, every storage detail stays tied to the sample record so teams can find what they need faster and avoid costly mistakes.

  • Configure freezer layouts and storage structures to reflect how your lab stores samples
  • Track sample movements in and out of storage with detailed location history
  • Capture storage attributes, quantities, and freeze/thaw history as part of the full sample record
  • Visually manage freezer capacity and sample placement without relying on spreadsheets
Freezer Management Take a Tour
Sample Management Software - Freezer Management
Electronic Lab Notebook screen

Standardize Lab Operations

Bring consistency to lab processes with workflows and digital records.

Sample Manager helps labs replace manual handoffs and disconnected tracking with configurable workflows built around their SOPs. Standardized processes, structured data capture, and digital history make it easier to reduce manual effort, improve consistency, and stay prepared for internal reviews or external audits.

  • Configure workflows to match your lab’s SOPs, sample processes, and team responsibilities
  • Reduce manual entry and repetitive tracking with standardized steps and reusable templates
  • Keep digital records of sample activity, process changes, and handoffs in one system
Electronic Lab Notebook Take a Tour

Take a tour of Sample Manager!

Learn more about the features and capabilities of Sample Manager with an interactive tour.

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Sample Manager Pricing

Starter

Perfect for labs wanting to track samples and their freezer storage.

$109/user/month*

Professional

Ideal for labs capturing experimental data and documenting work via ELN and workflow.

$219/user/month*
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Audit Trail & CFR Part 11 Compliance Support
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Supports CFR Part 11 compliance by capturing an audit log of all actions and events for each sample including the timestamp and user. Our ELN also provides support for electronic signatures to aid in compliance.

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Secure Cloud Hosting
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Includes 64GB of storage.

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Backup Retention 90 days 180 days
HIPAA Compliance
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Support for HIPAA compliance by hosting Sample Manager in our private HIPAA-compliant cloud.

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Software Validation
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Installation Qualification, Operational Qualification and a staging server are offered as part of our Software Validation package.

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*Pricing for a minimum of 5 users, billed annually. Volume discount pricing is available. 

Sample Manager Frequently Asked Questions

Yes, we’re always here to help. Sample Manager clients are provided with included training and onboarding assistance, as well as comprehensive online documentation.

The Professional edition of Sample Manager offers APIs (JavaScript, Python, R) to integrate with third-party systems. Additionally, our LabKey Server SDMS (that includes Sample Manager) has built-in integrations with external databases, analytics tools, and more.

Yes, users can create their own (unlimited) fields for each Sample Type, Source Type and Assay Type they create. Custom fields can be used for a variety of uses including tracking shipments and QC status.

Yes, Sample Manager supports compliance with 21 CFR Part 11 regulations. HIPAA-compliant hosting and features are available as an add-on.

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User Presentations: Hear from Our Users

Candel Therapeutics

Sample Manager at Candel Therapeutics

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Ohio State

Sample Manager at The Ohio State University

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NIAID

Sample Manager at NIAID

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Blog Posts

Benefits of Sample-centric Freezer Management Software

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Creating a Laboratory Workflow for Sample Management

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Picking the Right Sample Management System for Your Lab

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