Identity
Use sample ID, external reference, and sample type. Do not combine these into one label because users need different lookup and grouping paths.
Practical sample tracker
Track location, owner, work, exceptions, and disposition for every sample
Start with a sortable XLSX register, then open the Jodoo app to see how movements, tasks, exceptions, reviews, and history become connected records.
Opens the populated Jodoo example after sign-in. Start with the Free plan for up to five users; no credit card required.
The workbook shows current state in one row. Use event and task records in the App when you need durable history, simultaneous work, reminders, permissions, or review.
- Keep sample identity separate from changing location, owner, task, and status
- Use clear lifecycle, exception, and disposition choices instead of ambiguous notes
- Move to linked records when several handoffs or assignments belong to one sample
16 fieldsin the downloadable trackerCurrent statefor quick spreadsheet useFull historyin related Jodoo records
Downloadable XLSX
Laboratory sample tracking template
Use the workbook to track the current sample state with filterable columns and controlled choices for sample type, lifecycle status, exception state, and final disposition.
- One populated example followed by blank editable rows
- Dropdowns for sample type, lifecycle status, exception state, and final disposition
- Parent sample or container and next action keep split samples and follow-up visible
- Typed dates remain sortable for due-time and last-update review
Included in the workbook
Sample IDLocationStatusParent / containerNext actionDue
SMP-00002Microbiology bench M-03In progressSMP-00002 / primary tubeComplete microbiology screen2026-09-19 15:00
One populated example is followed by blank editable rows with filters and controlled choices.Keep current state readable and machine-sortable
The spreadsheet is designed for a focused tracker: one row per sample, one variable per column, typed dates, explicit statuses, and a notes field reserved for context that does not deserve another column.
Receipt
Keep the received date and time as a typed value. The receiving log can hold the wider intake details when the tracker only needs the current view.
Location and custodian
Record the latest known location and person responsible. Update both when a handoff occurs.
Lifecycle status
Choose an explicit stage such as received, held, assigned, in progress, awaiting review, released, retained, or disposed.
Current task, next action, and due time
Name the active work, owner, immediate next action, and deadline. Use a separate work register or App when one sample can have several simultaneous tasks.
Exception and disposition
Show whether an exception is open and the final release, retain, return, or disposal decision when one exists.
Define when each stage starts and ends
A status list is only useful when users apply it consistently. Document the trigger, owner, required information, and next step for each stage instead of adding more labels whenever a new situation appears.
Received or held
Received means the record exists; held means a condition or information problem prevents normal progression and has a visible owner or action.
Assigned or in progress
Assigned means work and ownership are set; in progress means the activity has started. Keep the task and due time beside the stage.
Awaiting review
Required work is recorded and the sample waits for evidence or disposition review. Open exceptions should remain visible.
Released, retained, or disposed
Use a final stage only after the defined decision is recorded. Keep the last update and disposition for later reference.
Do not wait until the end of the day to reconstruct the route
The simple file can show current location and custodian. If you need every movement, add a movement sheet with one event per row or move to the related-event model in Jodoo.
Find the sample
Search or scan the sample ID and confirm the external reference before changing location or responsibility.
Record the new state
Update the location, custodian, lifecycle status, current task, owner, due time, and last-updated time as applicable.
Keep the reason
Use the notes field for the specific handoff or problem, not as a replacement for the location, status, task, or exception fields.
Review exceptions
Filter held samples, overdue tasks, open exceptions, missing locations, and undecided dispositions at an agreed frequency.
Add related records instead of more repeated columns
A tracker becomes fragile when users add Test 1, Test 2, Move 1, Move 2, Review 1, and Review 2 columns. Those are repeating records with their own owners and dates.
Several assignments
Use one related assignment per activity when methods, technicians, due dates, results, or blockers differ.
Movement history
Use one custody or location event per receipt, move, handoff, check-out, return, or disposal.
Exception workflow
Use a separate issue record when severity, containment, owner, due date, investigation, review, and closure need history.
Review and approval
Use an assigned native task when a reviewer needs controlled decision fields, comments, evidence, and a reliable outcome on the exact sample.
Keep the quick current view and add the history behind it
The populated example provides current queues and separate records for samples, work, movements, lots, transactions, exceptions, and release reviews. Users can open the record behind a dashboard count instead of maintaining another summary file.
Sample register
Holds the stable identity, receipt facts, current stage, priority, storage, ownership, requested work, and disposition.
Work queue
Shows assignments, technicians, methods, due times, work status, result status, summaries, and blockers.
Custody events
Retains every movement with locations, time, handler, condition, and note while the sample shows the latest state.
Review queue
Combines blocked work, out-of-specification results, open exceptions, pending review, and recent handoffs.
Open the samples behind each signal
Whether you use the workbook or App, the review should lead to specific samples and owners. Avoid counts that cannot be traced back to the record requiring action.
Missing location or custodian
Filter active samples with a blank or invalid current location or custodian and correct the latest handoff.
Overdue current task
Compare due time with lifecycle status and task owner. Confirm whether the sample is blocked, awaiting review, or simply not updated.
Open exception
Review severity, immediate control, owner, due date, investigation, and what prevents closure.
Awaiting disposition
Find samples with completed work but no release, retain, return, or disposal decision and route the required review.
Choose between a tracker and a connected history
Use the spreadsheet for current state; use the App when one sample creates many events
The workbook gives a concise register for location, owner, next action, and status. The App adds containers, aliquots, assignments, movements, exceptions, and reviews without widening one row indefinitely.
Workbook fit: A small team can maintain one current row per sample and does not need simultaneous tasks, durable movement history, or role-based review.
App fit: Samples split into containers, move between locations, pass between people, collect several assignments, or require reminders and review.
Define before rollout: Agree the sample ID, container ID, status choices, location hierarchy, custodian meaning, disposition, and exception path before importing records.
Practical questions about sample tracking template
What columns belong in a sample tracking spreadsheet?+
Use sample ID, external reference, sample type, received date, current location, custodian, lifecycle status, current task, task owner, due time, exception state, final disposition, last updated, and focused notes.
Should I keep movement history in the same row?+
Use the row for current state. If movement history matters, keep one event per row in a related table or use an App. Repeated move columns become difficult to search, validate, and extend.
Can I use the template for chain of custody?+
The workbook can support operational tracking, but it is not presented as a legal or regulated chain-of-custody system. Define and validate the required identities, signatures, controls, retention, and auditability for your use.
How do I track several tests for one sample?+
Use a separate assignment table or the Jodoo App. Each assignment should have its own method, technician, due time, status, result, blocker, evidence, and link back to the sample.
Can Jodoo import this workbook?+
Yes. Clean identifiers, dates, statuses, owners, and locations first. Import the stable sample records, then create or import related movements and assignments separately so history and ownership remain clear.
Explore the populated laboratory workspace
Explore the sample tracking appDownload the current-state tracker—or inspect the complete event history in Jodoo
Use the XLSX for a focused register. Open the App when each sample needs several tasks, movement history, owned exceptions, review tasks, and management queues.