For Post-docs & Researchers

Leave your lab.
Not your reputation.

You've spent years building those samples. When you leave, a basic Excel sheet isn't enough — anyone can modify it, there's no record of who changed what, and your name has no protection. Vial Tracker Free gives you a timestamped, PI-signed handover that protects your work long after you're gone.

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SignedPI sign-off built in
"I thought I'd done everything right. The issue wasn't the handover — it was that there was no record of the handover. Two months later my PI called with questions I couldn't answer."
— The situation Vial Tracker Free prevents
Two paths

How you leave defines how you're remembered

Your fellowship ends. The next chapter starts. But the samples you touched will still be in those freezers for years — and everyone will know who to call if they can't find something.

Without Vial Tracker Free
The haunted researcher
Your labels made sense to you. Your notebook is on your old laptop. The metadata lives in your head. You move to your new position — and the calls start.
  • Your successor can't locate samples you worked on for 3 years
  • Your PI forwards the new post-doc's confused emails — to you
  • "Which box was the clinical cohort?" at 7am, from your old lab group chat
  • Your professional reputation tied to chaos you can no longer fix
With Vial Tracker Free
The clean exit
One protected Excel file with a full audit trail. Every vial documented, located, annotated and fully searchable. Your PI signs off. You close the chapter — professionally, completely, permanently.
  • Successor onboards in hours, not weeks — using your documented work
  • PI has a signed record. You have proof you handed over everything
  • Zero calls, zero emails, zero WhatsApps from your old lab
  • Your years of careful work stay useful — and credited to you
What it does for you

Built for the researcher who cares about their legacy

Formal sign-off
Your PI reviews and accepts the handover file. Both parties have a shared, documented record. Your responsibility ends cleanly.
Audit trail built in
Every entry is timestamped with your name. Your contributions to the lab stay credited, documented, and findable — for years after you leave.
Zero future enquiries
When everything is documented, your successor can find what they need. Nobody needs to call you at your next job to ask about a sample from 2023.
Your legacy, intact
The cell lines you validated, the samples you grew — they stay useful to the lab long after you leave, and your name stays attached to that work.
How it works

Start in minutes. Done before you leave.

1
Download the Excel file
No installation, no account creation. One file, immediately ready for you to start logging your samples.
2
Log your samples
Enter your vials with location, passage, and metadata. The audit trail builds automatically — a timestamped record of your contribution to the lab.
3
Share with your PI
Hand the completed file to your PI. Your successor inherits a clean, searchable inventory. You leave with proof of a professional handover — and your name on every entry.
Your departure timeline

Three months to a perfect handover

90 days out
Start logging actively
Open the Excel file and begin entering your vials — location, passage, date, condition. A few minutes per day adds up fast. This is the foundation of your clean exit.
30 days out
Audit and annotate
Walk through the freezers with your file open. Fill any gaps. Add notes for tricky samples, special handling requirements, or context that only you have. This is your gift to your successor.
Last week
Hand over and get sign-off
Share the completed file with your PI. Walk them through it together. Get their sign-off. That signature is your professional closure — and your protection for everything that comes after.
After you leave
Your next chapter, uninterrupted
Your successor has everything they need. Your PI has a documented inventory. You have proof of a clean handover. The calls never come.
Other challenges Vial Tracker Free solves for post-docs

Every situation where your record matters

Vial Tracker Free is built for the moments that define your professional reputation — not just one of them.

Parental & medical leave
Document your samples before you go. Come back to a clean record, not missing vials.
Read more →
IP & research credit
A timestamped record you own — the difference between a claim and proof.
Read more →
Internal project transfer
Switching projects loses as much knowledge as a departure — without any of the formality.
Read more →
Cross-institutional move
Moving institutions mid-grant? Document what travels, what stays, and what was agreed.
Read more →

Your clean exit
starts today

Download Vial Tracker Free — no account, no install, no cost. Start logging your samples now, and leave with your reputation exactly where you left it.

Download Vial Tracker Free — it's free
Works in Excel
No account required
Works alongside any LIMS
Made in Singapore