FAQs: Core Users

Roles: All Users

To start, choose a subject from the list below:



Lab/Group Management

If the user already has an iLab account:

  1. Open Menu > My Groups;
  2. Click on your lab name;
  3. Click on the Members tab;
  4.  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.

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In addition to the email, you can also approve new members directly from your labs page: 

  1. Log into your account. 
  2. Open the Menu found in the upper left of your screen. 
  3. Under the My Groups section, click on the labs name. to open its page. 
  4. Then, click the Membership Requests & Funds tab. 

If the request isn't displayed in this section, complete the additional steps outlined below: 

  1. In the Members tab, review the list of current users to confirm that other supervisors havent approved them yet. 
  2. If not, click the Link Existing User button, found at the bottom of the Members grid,  
  3. Fill out the required information and approve them instantly to join the group. 

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  1. Open Menu > My Groups;
  2. Click on lab name;
  3. Click on the Members tab;
  4. Click on the ‘trash bin’ icon to the right of the user name.

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To manually add a fund number to your lab, follow the instructions provided here

  1. Click Menu > My Groups;
  2. Open your lab page;
  3. Click the Membership Requests & Funds tab;
  4. Go to "Request additional to additional fund numbers" section;
  5. Add the fund number;
  6. 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.

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  1. Open Menu > My Groups;
  2. Click on the lab name;
  3. Click on the Membership Requests & Funds tab;
  4. Search for the user and check the boxes for each fund you need to assign to them.

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  1. Click Menu > Invoices;
  2. 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.

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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.

  1. Open Menu> My Groups;
  2. Click on the lab name;
  3. Click on the Members tab;
  4. Click on the ‘pencil’ icon to the right side of the new financial contact name;
  5. Check the ‘Core Financial Contact?’ box;
  6. Press Save;
  7. Refresh your page and go to the Group Settings tab;
  8. 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.

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  1. Open Menu> My Groups;
  2. Click on the lab name;
  3. Click on the Group Settings tab;
  4. Click on 'edit' under the General Lab Information section;
  5. Update the lab name;
  6. Press 'Update Lab Profile'.

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  1. Open Menu > My Groups;
  2. Click on the lab name;
  3. Click on the Members tab;
  4. Under Lab-wide approval settings, update the default auto-approval threshold field and Cost overage buffer, if needed;
  5. Click Save approval settings.   


You can also set an individual threshold for each one of the lab members:

  1. Click on the Members tab;
  2. Click on the 'pencil' icon to the right side of the user's name;
  3. Add an 'Auto Approved Amount' under the Group Information section;
  4. Press Save.

This amount overrides the lab default auto-approval threshold and sets different limits per member, at your discretion.

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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.

  1. Log into your iLab account.
  2. Navigate to the Lab page.
  3. Click to open the lab Members tab,
  4. Click on the pencil icon to the right side of the users name.
  5. 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.

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  1. Log into your iLab account.
  2. Click on the Menu icon at the upper right of your screen.
  3. Click Core Facilities
  4. 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.

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Service Requests

The Core Facilities list defaults to show Cores at your home Institution. If your institution does not have any Cores available through iLab:

  1. In the Core Facilities page, locate the filter ‘View’ to the right side of your screen;
  2. Change the filter to display Cores at Other Institutions – or any other if applicable;
  3. 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:

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If you are a PI or Lab Manager, from the left side Menu:

  1. Open Menu;
  2. 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:

  1. Open Menu > Home;
  2. Scroll down to the Service Requests panel and click on the name of the request.


From the Core facility page you ordered the services:

  1. Open the Core page;
  2. Click View My Request.


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  1. Click Menu > Home;
  2. Scroll down to the Service Requests panel and click on the name of the request you would like to cancel;
  3. Click on the 'pencil' icon to the right side of the request page.
  4. 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.

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  1. Open Menu;
  2. 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.

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  1. Open the request page;
  2. Click on the 'dollar sign' icon to the right side of the request name;
  3. Select the charge you would like to change the payment number;
  4. Select/add the new payment number;
  5. Press Save.

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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:

  1. Open Menu > My Groups;
  2. Click on the lab name;
  3. 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.

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Contact Support for additional help.


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