If your lab members already have an iLab account, you can easily add them to your lab. To add a research member, a lab manager, and/or a financial manager (lab manager with the financial contact flag set), you would add them in the same manner, choosing a different option for the role parameter.
The video below will give you a quick overview of adding lab members to your lab. Below the video, you will find step by step instructions for adding new lab members.
Please expand the video transcript for more information
Welcome, in this video we will walk through adding members to your lab.
To add lab members, first, navigate to your lab and then go to the members tab within your lab.
Under lab members and settings section, we can see a list of all current lab members. The list is in a table format with columns for the lab member name, auto approval amount, ERP ID, Email Address, Phone number, Start Date, End Date, and lab attributes. For this example, we will be the PI, Jane Smith. Jane is listed as a member of this lab. The PI will always be one of the members of the lab.
To the right of each member listing is a set of icons that indicate that members’ attributes within the lab. By hovering over each icon, a pop-up will appear describing what they represent.
The first icon from the left, a person icon, indicates your membership level in the lab. We see that Jane Smith is a Group Principal Investigator.
The next icon from the left, a grey icon, appears only if the member has ordering ability for the lab. Jane Smith has the ability to place orders.
The 3rd icon from the left, a green dollar sign, appears only if the member is a financial contact for the lab. As the PI, Jane is a financial contact.
The 4th icon from the left, a pencil, allows the PI or Lab manager to edit any of the member’s information in the table, as well as their ordering ability and financial contact indicator.
The 5th and final icon from the left, a red X, allows you to remove a user from the lab. You may not remove yourself from the lab.
You may way to have more members of your lab than just yourself, the PI. Let’s add our researcher, John Doe, to the lab. You can easily add members who already have an existing iLab account by following along with this video.
Under the member list, in the lower left corner of the screen, click the Link existing user button.
A new section Add an existing user will appear along with a text entry field titled Invite additional members to this group
Simply begin typing the name of the user that you wish to add as a lab member. We will type in John Doe. iLab will perform a search and list all users’ name and email address in a drop down that are a match!
Select the correct user in the results pop up, ensuring the name and email address matches the user you are adding.
After clicking on the user’s name, a new line will appear where you can set some preliminary settings for the users.
The new line begins with the users’ name.
Next, there is a checkbox labeled “Can order?” Check this to give John ordering privileges.
Next, there is a dropdown for John’s member type. For member type, there are 3 choices.
- The first option, Member, is someone who would be doing research but would not manage the lab. Examples could include a graduate student or research associate.
- The second option, Manager, is set a user as a lab manager. Lab managers have all of the same permissions as a PI when managing the lab within iLab.
- The final option, Principal Investigator designates this user as a co-PI. Co-PIs can also perform all of the management functions within the lab.
We will set John’s member type as Member for now.
Optionally, in the next 2 fields, you can set the start and/or the end dates for John’s membership to the lab. These dates are great to fill in if you know John will be starting work on your lab in the future, or if he will be leaving, maybe after graduation.
To finalize the addition of this user to your lab, click the invite button on the far right. John does not need to accept the invitation to be part of your lab.
We now see John Doe appears as one of the members of Jane’s lab. Refreshing the page will bring all the needed information on the screen in the proper columns.
To add a lab member:
- Navigate to your lab within iLab.
- Go to the Members tab.
- Under the Lab members and settings section, click the link existing user button.
- Begin typing your lab member’s name in the Invite additional members to this group box. When you find the user you are looking for, click on their name.
- In the line that appears,
- Check the box titled Can Order? to grant the member ordering privileges.
- Select their user type: member, manager, or principal_investigator.
- (optional) Enter a begin date if you would like to have them start as a lab member on a specified date.
- (optional) Enter an end date if you know when the individual will be leaving your group.
- Click the Invite button.
The user will now be a member of your lab. They do not need to accept an invite invitation to be your lab member.