Identity
Use a sample ID and the submitter’s external reference. Add sample type and source so the laboratory can search and group receipts consistently.
Practical intake record
Record sample identity, condition, storage, timing, and the intake decision
Download a structured receiving log for a focused starting point, then use the connected Jodoo app when intake needs assignments, exceptions, reminders, history, and review.
Opens the populated Jodoo example after sign-in. Start with the Free plan for up to five users; no credit card required.
The workbook is a practical log, not a substitute for laboratory procedures or regulated records. The Jodoo gallery shows how receipt data can continue into daily work.
- Capture the sample, source, type, quantity, receipt condition, storage, priority, and required-by time
- Make accept, hold, replacement, and return decisions explicit
- Keep the App as the primary path when multiple people need current status and follow-up
17 fieldsin the downloadable logPhone-readyJodoo receipt formConnectedto work and exception records
Downloadable XLSX
Laboratory sample receiving log
Use the workbook for a focused intake record with one observation per row, typed dates and quantities, filterable columns, and controlled choices for common receipt decisions.
- One populated example followed by blank editable rows
- Dropdowns for sample type, receipt condition, container integrity, unit, storage condition, priority, and intake decision
- A numeric observed-temperature field keeps the measured value separate from the handling note
- Dates and quantities stay sortable instead of being embedded in notes
Included in the workbook
Sample IDConditionContainerTemperatureStorageDecision
SMP-00001AcceptableIntact4.6 °CCold room CR-02Accept for work
One populated example is followed by blank editable rows with filters and controlled choices.Record facts once and keep judgment in an explicit field
A receiving log should help the next person understand what arrived, whether it can enter normal work, where it was placed, and when it is needed. Avoid hiding those answers in one large comments column.
Receipt facts
Record received date and time, receiver, quantity, unit, condition, container integrity, and observed temperature when relevant. Dates and measurements should remain typed values that can be sorted and filtered.
Storage
Record the actual storage location and condition used at receipt, such as ambient, refrigerated, frozen, protected from light, or controlled access.
Priority and due time
Keep the required-by time and priority separate. An urgent label should not replace the actual deadline.
Intake decision
Use clear choices such as accept for work, hold and investigate, request replacement, or return to sender.
Handling note
Use the note for the specific observation or action, not for fields that should be searchable or required.
Make the decision and next action visible
The template gives the receiving person a consistent place to record condition and decision. Your procedure determines who can decide, what evidence is required, and when a reviewer or exception record is needed.
Acceptable receipt
Confirm the identity, quantity, timing, storage, and requested work, then accept the sample into the normal queue.
Damaged or leaking
Isolate the sample where appropriate, describe the condition, retain evidence, and choose hold, replacement, or return.
Temperature concern
Record the observation and immediate control. Use a qualified process to decide whether the sample remains suitable for the intended work.
Quantity mismatch
Keep the received quantity and unit, describe the difference, and record whether the sample is accepted, held, replaced, or returned.
Use one row per receipt and avoid structures that break filtering
The downloadable file is intentionally simple. It works best with one sample receipt per row, consistent identifiers and units, and no merged cells inside the data table.
Do not reuse sample IDs
Give each sample record a durable identifier. Keep the submitter’s reference in a separate column because the same external format may appear more than once.
Use consistent choices
Use the included dropdowns for sample type, condition, unit, storage condition, priority, and decision. Add choices deliberately rather than creating spelling variants.
Do not overwrite history
If the sample moves or work begins, add that information in a tracking system or separate related register instead of rewriting the original receipt facts.
Review held rows
Filter hold, replacement, and return decisions regularly. A spreadsheet will not automatically assign, remind, or verify the follow-up.
Keep the receiving log, then connect it to assignments and decisions
The App uses the same intake ideas but adds separate work, custody, exception, review, and inventory records. That removes repeated updates when several people act on the same sample.
Create the sample
Enter or import the receipt details and give the sample a generated internal number.
Assign work
Create the required activities with technicians, due dates, status, results, blockers, and evidence.
Record movement
Add a custody or location event instead of replacing the original storage history.
Route the exception
Open an owned issue when condition, quantity, location, work, or result needs control and review.
Review disposition
Bring completed work and exception status to the assigned reviewer and store the resulting release, retain, return, or reject decision.
Use no-code configuration for local sample types and controls
A trained administrator can change the receipt form, conditional questions, choices, attachments, reminders, queues, mobile layout, and downstream workflow as the laboratory learns what it needs.
Add local fields
Capture a project, study, customer, batch, protocol, storage zone, hazard flag, or other context that genuinely changes the intake or work.
Show questions conditionally
Ask for a photo, reason, control action, replacement request, or reviewer only when the selected condition requires it.
Use scan-assisted intake
Add barcode or QR-code lookup where labels and devices support it, while keeping a manual search path.
Create targeted views
Give receiving staff a held-sample queue and give managers receipt-to-assignment and overdue-intake views without duplicating records.
Use the log or app to find recurring delays and receipt problems
A receiving record is valuable when it supports action. Review the underlying rows behind each count rather than reporting a percentage without the affected samples.
Receipts held at intake
Review condition, source, age, priority, required-by time, immediate control, owner, and next action.
Receipts without storage
Find accepted samples that lack a valid location or storage condition and correct them before work starts.
Time to assignment
Measure the time from accepted receipt to the first assigned activity, then inspect delays by sample type, priority, or owner.
Repeat source problems
Group damaged, leaking, temperature-concern, or quantity-mismatch receipts by source and sample type to support supplier or process follow-up.
Choose the right starting point
Use the workbook for one receiving desk; use the App when intake starts more work
The download is intentionally focused on the receipt decision. The App keeps the same intake facts connected to assignments, holds, movements, evidence, reminders, and review when several people participate.
Workbook fit: A small team needs a sortable receipt log with clear sample identity, container condition, observed temperature, storage, receiver, and accept-or-hold decision.
App fit: Receipt needs to create owned follow-up, show held samples, preserve location changes, or route damaged and incomplete submissions for action.
What stays in your procedure: Acceptance criteria, temperature ranges, labeling rules, retention, permissions, and regulated records remain laboratory-specific controls.
Practical questions about sample receiving log
What should a sample receiving log include?+
Include the sample ID, external reference, sample type, source, receipt date and time, receiver, condition, quantity, unit, storage location and condition, required-by time, priority, intake decision, and a focused handling note.
Is the template free to download?+
Yes. The XLSX file on this page is provided as a practical starting point. Adapt it to your own procedures and qualified requirements before using it for live work.
Should one row represent a sample or a container?+
Choose the unit that receives one identity and one lifecycle in your process. If individual containers can move, be tested, or be disposed separately, give them separate records or related container records.
When is Jodoo better than the spreadsheet?+
Use the App when several people update the process, multiple assignments or movements belong to one sample, exceptions need ownership, reviewers need tasks, reminders matter, or current dashboards must update without manual consolidation.
Can the receipt form work on a phone?+
Yes. The gallery includes a phone-ready Jodoo form. Member fields and other controls should be configured for the public or authenticated access model used in your deployment.
Explore the populated laboratory workspace
Explore the sample receiving appUse the log for intake—or open the App for the complete next step
Download the structured workbook when one shared file is enough. Open the Jodoo example when receipt should create assignments, custody history, exceptions, review, and current management views.