To start, choose a subject from the list below:
User Account Management
How do I register for a new account?
You can find here a list of all available links to register for an iLab account.
My registration is pending and I selected the wrong lab group, when I submitted my account request. How can I change my registration information?
The quickest way to resolve this, will be for the correct PI or lab manager to log into their account, click on the three horizontal bars at the top left of the page and select My Groups. Then, enter the lab and open the Members tab. In this tab, at the bottom of the user list, they can click on the 'Link existing user' button, to search for and add you to the lab group.
Contact Support if there are any issues with being added to the group.
What is my iLab username?
Your username is the email you used to register your account.
Tip 💡
If you don’t remember which email you used, check if you have received an email from iLab as this address will most likely be your username.
Note ⚠
If your Institution has ID integration with iLab, you should log in using your internal username and password in the custom iLab login page for your institution. Check if your Institution has ID integration with iLab here.
Use the ‘Forgot your password?' link to recover your login information.
How do I change the PI lab group that I am associated with?
Logged into your iLab account:
- Open Menu > My Groups;
- Click Request Group Access;
- Search for the home Institution of the new lab;
- In the ‘Group” field, search for your PI’s name – typically lab groups follow the naming convention: PI’s last name, first name (Institution Acronym) Lab, but this may vary from Institutions.
- Click Request Access.
Alternative 📗
Your PI or lab manager of the new lab will need to log into their account, click on the three vertical bars at the top left of the page and select My Groups, then enter the lab and open the Members tab. In this tab, at the bottom of the user list, they can click on the 'Link existing user' button, to search for and add you to the lab group.
Our lab manager has left, and I am the new financial contact for our group. How do I update my access level to manager?
Your PI or Lab Manager, if any other, will need to:
- Open Menu > My Groups;
- Click on your lab name;
- Click on the Members tab;
- Click on the ‘pencil’ icon to the right side of the new manager’s name;
- Update the ‘Permission' field to Manager;
- Press Save.
Note ⚠
iLab does not duplicate/mirror accounts. Follow the steps outlined above for each lab you will be managing.
Can I use my account to access Cores at different Institutions?
If allowed by your Institution, yes. You don't need to register for a new account to access Cores at other Institutions in Lab.
However, your Institution has the option to disable the setting to show and/or prevent access to external Cores when using the filter below.
If your institution has enabled the view "Cores at Other Institutions" setting:
- Open Menu > Click Core Facilities.
- Change filter View to Cores at other Institutions;
- Use the search bar to find the Core facility;
If your Institution disabled this setting, but still allow you to access external facilities, you won't see any Core listed in the grid. In this case, you will need to ask the external Core URL.
- Log in using your internal credentials on your Institution's iLab login page.
- From the URL to access the external Core, copy everything after ./com, .org/, etc.
- On your browser, paste the copied URL after the .com/, .org/, etc. on your Institution's URL;
Example
- External Core URL: https://external_institution.ilabsolutions.com//service_center/show_external/external_core_ID
- Copy: service_center/show_external/external_core_ID
- Your Institution's URL: https://myowninstitution.corefacilities.org//homepage/
- Paste service_center/show_external/external_core_ID after https://myowninstitution.corefacilities.org//paste_it_here
- New URL: https://myowninstitution.corefacilities.org//service_center/show_external/external_core_ID
Contact Support if you still need assistance with accessing external Core facilities.
Lab/Group Management
How do I add a new lab member?
If the user already has an iLab account:
- Open Menu > My Groups;
- Click on your lab name;
- Click on the Members tab;
- At the bottom of the page, click on ‘link existing user’ and search for the user.
If the user does not have an iLab account and:
a) your institution has an ID integration with iLab: they should go to the Institution’s iLab login page and click on Register/Sign Up to create an account.
b) your institution does not have ID integration: they should register from one of the links provided here.
I received an email to approve a membership request, but the link doesn't work.
In addition to the email, you can also approve new members directly from your labs page:
- Log into your account.
- Open the Menu found in the upper left of your screen.
- Under the My Groups section, click on the labs name. to open its page.
- Then, click the Membership Requests & Funds tab.
If the request isn't displayed in this section, complete the additional steps outlined below:
- In the Members tab, review the list of current users to confirm that other supervisors havent approved them yet.
- If not, click the Link Existing User button, found at the bottom of the Members grid,
- Fill out the required information and approve them instantly to join the group.
How do I remove someone from the lab?
- Open Menu > My Groups;
- Click on lab name;
- Click on the Members tab;
- Click on the ‘trash bin’ icon to the right of the user name.
How do I add new fund number to our lab?
To manually add a fund number to your lab, follow the instructions provided here.
- Click Menu > My Groups;
- Open your lab page;
- Click the Membership Requests & Funds tab;
- Go to "Request additional to additional fund numbers" section;
- Add the fund number;
- Click Request.
⚠ Note
Some institutions allow PIs/Lab manager to add new fund numbers to the lab. If your institution does not allow funds to be manually added or if you receive an error message indicating the number is invalid, contact the iLab Project Manager at your institution for more information, as the fund numbers are automatically sent to iLab through a nightly file transfer.
How do I assign a fund number to a lab member?
- Open Menu > My Groups;
- Click on the lab name;
- Click on the Membership Requests & Funds tab;
- Search for the user and check the boxes for each fund you need to assign to them.
How do I view our invoices?
- Click Menu > Invoices;
- Use the Filter on the left, to narrow your search scope.
Tip 💡
If the dashboard is empty and you cannot view your invoice, use the filter on the left side and add a date range to your search parameters.
How do I change the Primary Contact for the lab?
The lab primary contact will receive all e-mail notifications requiring the lab administrators' attention. The PI or additional lab managers can still approve pending requests. This also lists the user as a financial contact for core facilities, so that they can be more easily communicated with.
- Open Menu> My Groups;
- Click on the lab name;
- Click on the Members tab;
- Click on the ‘pencil’ icon to the right side of the new financial contact name;
- Check the ‘Core Financial Contact?’ box;
- Press Save;
- Refresh your page and go to the Group Settings tab;
- Under ‘Communication Settings’, select the user from the ‘Lab Primary Contact’ drop-down list, if not already.
⚠ Note
By default, the PI is the primary contact for the lab. Any lab manager can be assigned as the Core Financial Contact – approval notifications are sent to all financial contacts -, but only one person can be the primary contact in the group. The primary contact will also be the owner of the invoices issued by the Core facilities.
How do I update the lab name?
- Open Menu> My Groups;
- Click on the lab name;
- Click on the Group Settings tab;
- Click on 'edit' under the General Lab Information section;
- Update the lab name;
- Press 'Update Lab Profile'.
How do I change the auto-approval threshold for the lab?
- Open Menu > My Groups;
- Click on the lab name;
- Click on the Members tab;
- Under Lab-wide approval settings, update the default auto-approval threshold field and Cost overage buffer, if needed;
- Click Save approval settings.
You can also set an individual threshold for each one of the lab members:
- Click on the Members tab;
- Click on the 'pencil' icon to the right side of the user's name;
- Add an 'Auto Approved Amount' under the Group Information section;
- Press Save.
This amount overrides the lab default auto-approval threshold and sets different limits per member, at your discretion.
How do I remove users from a lab group when they have pending charges?
If you are unable to remove a user from the lab group, by using the red x button in the Members tab, as they are showing to have open, unbilled projects or reservations:
You can still remove them from being associated with the lab group, using an alternate method that will bypass these open projects, which most likely are draft requests never submitted to a Core facility.
- Log into your iLab account.
- Navigate to the Lab page.
- Click to open the lab Members tab,
- Click on the pencil icon to the right side of the users name.
- Enter a past date in the end date field, and the user will no longer be associated with the group as of the date entered.

How to search for and access external core facilities?
- Log into your iLab account.
- Click on the Menu icon at the upper right of your screen.
- Click Core Facilities
- From the View drop-down list, change it to show "Cores at Other Institutions."

If you cannot find the Core facility you are looking for, or if the list is empty, submit a ticket to iLab Support, as you will need a custom URL to access the external core facility.
Service Requests
I don't see any Cores listed when I log into my account.
The Core Facilities list defaults to show Cores at your home Institution. If your institution does not have any Cores available through iLab:
- In the Core Facilities page, locate the filter ‘View’ to the right side of your screen;
- Change the filter to display Cores at Other Institutions – or any other if applicable;
- You can search for the Core facility name in the search field box to the right side of the filter, to narrow your search results:
Where do I view my requests?
If you are a PI or Lab Manager, from the left side Menu:
- Open Menu;
- Under Core Facilities, click View Requests.
Tip 💡
The View Requests dashboard organizes your projects by statuses. We recommend accessing the All Requests tab for a complete overview of your submitted projects.
If you are a Lab Member, from your Homepage:
- Open Menu > Home;
- Scroll down to the Service Requests panel and click on the name of the request.
From the Core facility page you ordered the services:
- Open the Core page;
- Click View My Request.
How do I cancel a request?
- Click Menu > Home;
- Scroll down to the Service Requests panel and click on the name of the request you would like to cancel;
- Click on the 'pencil' icon to the right side of the request page.
- Click on ‘Cancel’.
Note ⚠
You can only cancel requests you have not submitted to the Core yet. If you need to cancel a submitted request, contact the Core for more information.
How do I approve a request?
- Open Menu;
- Under Core facilities, click View Requests.
Tip 💡
The View Requests dashboard organizes your projects by statuses. We recommend accessing the All Requests tab for a complete overview of your submitted projects. Toggle open to see the service request history.
How do I change the payment number for a request?
- Open the request page;
- Click on the 'dollar sign' icon to the right side of the request name;
- Select the charge you would like to change the payment number;
- Select/add the new payment number;
- Press Save.
I am getting the “Missing payment information” error message. How can I fix that?
If you are a lab member, contact your PI or Lab manager as they will need to assign you any needed fund number in your lab page. To get their contact information:
- Open Menu > My Groups;
- Click on the lab name;
- Their contact information can be found in the Members tab of your lab page. The Lab Manager is identified by a yellow icon and/or dollar sign on the right side of their name.
If you are lab manager or PI, confirm you have a fund assigned to you in the Membership Requests & Funds tab of your lab page.
Contact Support for additional help.