University of Wisconsin–Madison

iLab Core Facility Management System

FAQs

Common iLab Workflows

  • Getting Started: UW PIs

    Registering for an Account

    1. Navigate to the iLab login page and click the ‘Register’ button in the top right of the screen then click the ‘Registering using UW credentials’ link.
    2. Log in with your NetID and password.
    3. Search the ‘PI/Group’ dropdown for your name. If your name is not there, select the ‘My lab is not listed’ option. Fill in your contact phone number. Click the ‘register’ button.
    4. Once your request has been submitted, the iLab team will work with you to get your lab created. When this is complete, you will be able to access iLab.
      1. Ensure that your time zone is set to Central Standard Time
    5. Before you are able to request services and schedule equipment with UWCCC Cores, the following steps must be complete for your lab:

    Adding Your Lab Members

    If your lab members are already registered to another lab within iLab, you may add them to your lab:

    1. In your lab, click the “Members” tab
    2. At the bottom of the page, click “Link existing user”
    3. Enter a name to search, click on the correct name in the results, and click “Add”
    4. The lab member will be able to select the lab name when ordering services or reserving resources using iLab

    Most lab members will need to request access to your lab. Lab members should follow the steps in the tab “Getting Started: Lab Members,” below. Once they’ve requested access, complete the following steps:

    1. Log into iLab and select “My Labs” on the left navigation bar
    2. Select the name of the lab to which you want to add lab members
    3. Select the “Membership Requests & UW fundings” tab. New membership requests will show at the top of this page
    4. Click “Approve” to accept a member into your lab. Click “Reject” if they are not a member of your lab.

    Adding Funding Accounts (Funding Strings)

    1. Log into iLab and select “My Labs” on the left navigation bar
    2. Select the name of the lab to which you want to add funding account
    3. On the lab page, open the “Membership Requests & UW fundings” tab
    4. Scroll to the bottom and select “Manually add a new UW funding”
    5. Fill out the required information and select “Add”
    6. The funding account will now be available in the Manage UW fundings table.
    7. Select the corresponding staff check boxes in the column for the funding account to give them access to that funding string. Lab members will now be able to use that funding string to request services or make appointments

    Optional: Designate a Lab Manager/Proxy

    1. Log into iLab and select “My Labs” on the left navigation bar
    2. Select the name of the lab for which you want to designate a lab manager
    3. On the lab page, open the “Members” tab
    4. Find the member you want to designate as a lab manager and select the yellow pencil icon to the right of their name
    5. In the “Lvl:” dropdown, change their level to “Manager”
    6. If the member you have designated as a lab manager should also receive invoices for core services, select the “Core Financial Contact” checkbox.
    7. Select “Save” to the right of the member’s name.
  • Getting Started: External PIs

    Registering for an Account

    1. Request access to UW—Madison’s service centers: https://uwmadison.ilabsolutions.com/account/signup/1802

    Adding Your Lab Members

    If your lab members are already registered to another lab within iLab, you may add them to your lab:

    1. In your lab, click the “Members” tab
    2. At the bottom of the page, click “Link existing user”
    3. Enter a name to search, click on the correct name in the results, and click “Add”
    4. The lab member will be able to select the lab name when ordering services or reserving resources using iLab

    Most lab members will need to request access to your lab. Lab members should follow the steps in the tab “Getting Started: Lab Members,” below. Once they’ve requested access, complete the following steps:

    1. Log into iLab and select “My Labs” on the left navigation bar
    2. Select the name of the lab to which you want to add lab members
    3. Select the “Membership Requests & UW fundings” tab. New membership requests will show at the top of this page
    4. Click “Approve” to accept a member into your lab. Click “Reject” if they are not a member of your lab.

    Optional: Designate a Lab Manager/Proxy

    1. Log into iLab and select “My Labs” on the left navigation bar
    2. Select the name of the lab for which you want to designate a lab manager
    3. On the lab page, open the “Members” tab
    4. Find the member you want to designate as a lab manager and select the yellow pencil icon to the right of their name
    5. In the “Lvl:” dropdown, change their level to “Manager”
    6. If the member you have designated as a lab manager should also receive invoices for core services, select the “Core Financial Contact” checkbox.
    7. Select “Save” to the right of the member’s name.
  • Getting Started: Lab Members

    Registering for an Account

    1. Navigate to the core page: https://uwmadison.ilabsolutions.com/account/login
    2. Click the ‘Register’ link in the top right of the page
    3. If you have a NetID, click the ‘Register using UW Credentials’ button then follow the onscreen instructions to log in with your UW NetID
    4. If you do not have a NetID, click the ‘Register for an iLab account’ button and follow the onscreen instructions to create an account.
    5. You will be directed to an iLab Registration page where you will need to select your PI/Lab, and verify your contact information
      1. If your PI/Lab is not available in the dropdown, refer your PI to the instructions “Getting Started: UW PIs,” above
    6. Once your registration has been submitted, your PI will receive a notification from iLab that you have requested membership to their lab. They will need to approve your membership and assign one or more funding accounts for your use.

    Notes: Ensure that your time zone is set to Central Standard Time to make reservations

    Joining a new lab

    If you are in one lab and need access to another, the PI or lab manager/proxy of the other lab must add you. They will complete the following steps:

    1. In the lab, click on the “Members” tab
    2. At the bottom of the page, click “Link existing user”
    3. Enter a name to search, click on the correct name in the results, and click “Add”
    4. The lab member will be able to select the lab name when ordering services or reserving resources using iLab
  • Reserving Equipment

    To create an equipment reservation, follow iLab’s Schedule Equipment instructions

    Who does this workflow: any lab member, any core member

    Note: ensure that your time zone is set to Central Standard Time prior to creating a reservation

  • Requesting a Service

    To create a service request, follow iLab’s Request Services instructions

    Who does this workflow: any lab user

  • Approving requests to join a lab

    To approve new lab members requesting to join your lab, follow iLab’s Accept/Decline Membership Request instructions

    Who does this workflow: PI or a designated Lab Manager/Proxy

    See also the above tab: “Getting Started: UW PIs”

  • Adding or updating funding account to lab payment options

    Adding or Updating Funding Accounts in iLab:

    1. From your iLab account page, open the menu by clicking the three lines in the top left.iLab menu
    2. Click the ‘My Group’ or ‘My Groups’ hyperlink and select the lab for which you will add funding.
      iLab menu
    3. Click on the ‘Membership Requests & UW fundings’ tab.fundings tab ilab
    4. Click on ‘Manually add a new UW funding’ to add a new funding string.ilab manually add funding
    5. Enter all applicable fields (instructions with examples are given), and hit ‘Add’.
    6. Under “Manage UW fundings’ in the ‘Customize UW fundings Grid’, assign who from your lab can access funding strings by clicking the checkbox that corresponds to the user and funding string.iLab assign funding

    Hiding Funding Accounts in iLab:

    1. To hide a funding string that is expired or should no longer be used, remove access to that funding string from everyone in the lab. Do this by unchecking all the boxes under that funding string. If that funding string is still being used for pending charges, you will see the below pop-up asking you to choose a new funding string for those charges. Select a new funding string from the “UW funding” drop down, then click the “Update all Service requests/Reservations listed above” hyperlink.iLab adjust funding
    2. Once all access has been removed for that funding string, expand the “Manage UW fundings” section and find the funding string you will hide. Change the status of that funding string to “hidden”. If the hidden status is not available and you’ve confirmed that all access to that funding string has been removed, try refreshing your browser and try changing the status again. Do not delete the account by clicking the red X if it was used to pay for any services as it may interfere with future reporting. You may delete an account if it was never used (i.e. entered incorrectly).hide fundingsWho does this workflow: PI or a designated Lab Manager/Proxy
  • Designating a Lab Manager or Proxy

    Step 1: Access your lab

    1. From your iLab account page, open the menu by clicking the three lines in the top left.iLab menu
    2. Click the ‘My Group’ or ‘My Groups’ hyperlink and select the lab for which you will designate a manager or proxy.
      iLab menu

     

    Step 2: Access lab member information and set role to Manager

    1. Navigate to the ‘Members’ tabMembers tab add
    2. Click the pencil icon next to the lab member to expand the member dataiLab member grid access
    3. Adjust the membership to Manager in the dropdowniLab manager set
    4. Verify that the Core Financial Contact check box is checked
    5. Click save

    For more information about Lab member access and control, see iLab’s Manage Lab/Group Members instructions

    Who does this workflow: PI or a designated Lab Manager/Proxy

    See also the above tab: “Getting Started: UW PIs”

  • UW Customers Paying with Non-UW Funding

    Non-UW Customers

    Labs that pay for UW shared resource services and equipment usage with exclusively non-UW funding strings should be configured as “external labs” in iLab, and will have only one default payment option. Payment information can be optionally entered in the free text “PO Number” field to communicate payment details. Note: Do not enter credit card information into this field.

    UW Customers Paying with Non-UW Funding in iLab

    If you’re a UW customer and pay for UW shared resource services and equipment usage in iLab using UW funding strings as well as non-UW funding, use the workflow described in this section to pay for services and equipment usage with non-UW funding.

    1. Workflows
      1. Paying for service requests with non-UW funding
        1. Create a service request in iLab
        2. Select “Non-UW funding” from the dropdown as your payment method. The “Transaction #” field is an optional free text field that can be left blank or used to add any additional useful information.iLab non uw funding
        3. Submit the service request
        4. Shared resource staff members will review the service request, add services to the request, and send you a quote for the services
        5. Work with shared resource staff to agree on a price
        6. Shared resources staff performs services and marks the service request as complete in iLab
        7. Pay for the service using the non-UW funding method you arrange with the shared resource.
      2. Paying for equipment reservations with non-UW funding
        1. Block off time on an equipment calendar
        2. Select “Non-UW funding” as your payment method. The “Transaction #” field is an optional free text field that can be left blank or used to add any additional useful information.iLab non uw funding
        3. Select the usage type from usage type drop down that reflects the rate for which you should be charged for using the equipment. Work with the shared resources to determine which rate you should receive if you are not sure.iLab usage type select
        4. Save your reservation in iLab
        5. Use equipment
        6. Pay for the service using the funding method you have arranged with the shared resource.