Built by Vischari Solutions
VIALWISE · CONCEPT PROTOTYPE

Every vial.
Every freezer.
Every reading.

A cold-chain inventory system that turns INLABCO racks, boxes and freezers into a scannable, auditable, temperature-monitored network.

v0.1 · Launch scope
Hierarchy · QR scanning · IoT temperature mapping · Multi-tenant SaaS
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The problem with cold storage today

Why labs lose samples

Vials get lost

9x9 and 10x10 boxes deep inside racks. Manual logbooks rot. A 5-minute search becomes 45.

Audit trails fail

Who took the sample? When? At what temperature? Paper logs cannot answer in a regulatory review.

Temperature drift

A door left ajar at 2am. By morning the sample is compromised — and nobody knows it happened.

Onboarding is slow

New technicians learn the box-by-box layout from a senior. Knowledge is tribal, not systemic.

10–40%
of lab vials are mis-located at any given time*
$1,500+
average cost of a single compromised research sample*
28%
of audit findings cite chain-of-custody gaps*
* illustrative figures · validation pending
02 / 12

One system. Four moving parts.

The Inlabco approach
01

QR on every box & vial

Pre-printed by INLABCO at manufacture. Each code is unique, tenant-scoped, and resolvable in one scan.

02

PWA on every phone

Lab techs scan with their phone camera. No native app, no hardware investment, no training overhead.

03

IoT on every freezer

Continuous temperature stream. Mapped to each vial's window in storage. Breach alerts in real time.

04

SaaS on every lab

Multi-tenant cloud. Each lab gets its own subdomain, isolated data, and the same hardened platform.

CORE PROMISE

No vial unaccounted. No reading unrecorded.

SCAN-IN
Place in seconds
App suggests the nearest empty slot.
SCAN-OUT
Withdraw with audit
Every removal is logged with temp + user.
TIMELINE
Per-vial temperature
Inbound, residency, outbound — graphed.
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The hierarchy

Data model
L
Location
The building or room — e.g. Cochin Lab, Bangalore Site 2
F
Freezer
The ULT unit itself — temperature monitored continuously
C
Compartment
Shelf or drawer inside the freezer
R
Rack
INLABCO polycarbonate or stainless · holds 40, 60, 81 or 100 boxes
B
Box QR on the lid
9×9 or 10×10 grid · the cell where the vial actually sits
V
Vial QR on the cap
1.5 ml, 2 ml or 5 ml cryovial · tied to a sample, a project, an owner
ONE SCAN, ONE ADDRESS

Every vial knows exactly where it lives

Cochin Lab
→ Freezer IL-UF358
→ Compartment A
→ Rack R3
→ Box B-0741
→ Cell D5
Nothing is ever truly deleted. Old boxes can be retired, but every historical movement stays on the record.
Temperature follows the freezer
Every vial inside a freezer inherits its temperature record — automatically.
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Web dashboard

Desktop · tenant admin view
🔒 cochin-lab.vialwise.app/dashboard
Cochin Lab

Good morning, Priya

Active vials
128,402
▲ 1.2% week
Freezers online
14 / 14
all healthy
In · Today
241
42 batches
Out · Today
87
11 techs
Fleet temperature · last 24h
14 healthy
Recent movements
V-8821 placed in B-0741 / D5
2m
V-6014 withdrawn by Anu
8m
V-8820 placed in B-0741 / D4
11m
V-5402 transfer · B-0712 → B-0801
24m
V-8819 placed in B-0740 / J9
32m
05 / 12

Freezer detail

Live temperature · compartment drill-down

IL-UF358 · Freezer #3

ONLINE
Cochin Lab · ULT upright · 358 L · 12,800 vial capacity
Current temperature
−81.4°C
within target band

Temperature · last 24 hours

1h 24h 7d 30d
Target: −80°C ± 5
Min: −82.3°C · Max: −79.1°C · Excursions: 0

Structure

Compartment A
3 racks · 12 boxes · 968 vials
81% full
Compartment B
3 racks · 12 boxes · 612 vials
51% full
Compartment C
3 racks · 12 boxes · 240 vials
20% full
Monitoring
Sensor paired to this freezer
Last reading 2 seconds ago
Updates every minute
Connection healthy

Alerts · last 7 days

No alerts
Freezer operating cleanly

Maintenance

Last defrost
2026-04-18
Filter replaced
2026-02-02
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Inside a box

9x9 grid · 81 cells · pre-printed QR
Box
B-0741 · Rack R3 · Compartment A · Freezer IL-UF358
Capacity
62 / 81
1
2
3
4
5
6
7
8
9
Filled
Empty
Suggested for next vial
Placed today
Cell D5 selected
Vial V-8810
inlabco://v/8a91-22cf-77
Contents
DMSO 10% · PBMC
Volume
1.8 ml
Project
CARDIO-02
Owner
Dr. Menon
Placed
2026-05-21 · 14:02
Days in
3
Next available slot
D5
Selected by proximity — top-most empty cell in the most-recently-touched box.
How the suggestion works: the system looks at boxes you have been using recently, finds the first open cell, and offers it. The lab can override the rule — fill front-to-back, fill the emptiest box first, or keep new samples separate.
07 / 12

Mobile intake flow

Lab tech · PWA on phone · 3 taps
1
Scan the new vial
9:41 5G · 96%
cochin-lab.vialwise.app
New vial
INTAKE
Point at the QR on the vial cap
detecting…
The phone reads the QR straight from the cap. Nothing to install, nothing to configure — open a link, point the camera, you are scanning.
2
App suggests the slot
9:41 5G · 96%
cochin-lab.vialwise.app
Place this vial
V-8821
Suggested location
Freezer 3 · Comp A
Rack R3 · Box B-0741
Cell D5
Box B-0741
The app does the thinking. It picks a nearby box with room, shows the exact cell, and lets the tech change their mind before walking over.
3
Scan box QR to confirm
9:42 5G · 96%
cochin-lab.vialwise.app
Placed ✓
V-8821 in B-0741 / D5
Recorded at 09:42 · −81.2°C
Box scan ✓ matched
Freezer temp −81.2°C
Logged by Priya N
Audit ref M-44182
Scanning the box lid is the proof of placement. Who placed it, when, and the freezer temperature at that moment — all on the record.
08 / 12

Per-vial temperature timeline

In · residency · out — graphed
Vial
V-8821
inlabco://v/8a91-22cf-77
StatusIn storage
ProjectCARDIO-02
Sample typePBMC · DMSO 10%
Volume1.8 ml
DonorP-441 (blinded)
Excursions
0
No deviation from −80°C ± 5 since intake
Export
Chain-of-custody PDF · machine-readable JSON · audit-ready

Lifetime temperature trace

Intake
Residency
Withdrawal
Intake
2026-05-21 · 14:02
−81.4°C
by Priya N
Residency
3 days · 19 hours
−81.0°C avg
σ = 0.4 · stable
Withdrawal
— pending —
—
vial still in storage
09 / 12

One platform · many labs

Multi-tenant SaaS · roles · subdomains

Tenant isolation by subdomain

C
Cochin Lab
cochin-lab.vialwise.app
14 freezers · 128K vials · 22 users
active
A
Apollo Biobank
apollo-biobank.vialwise.app
38 freezers · 612K vials · 41 users
active
N
NIBMG Genome Lab
nibmg.vialwise.app
8 freezers · 42K vials · 14 users
active
+
Add new tenant

Roles

Super Admin INLABCO ops — tenant provisioning, QR batches, support access
Tenant Admin Lab manager — locations, freezers, users, reports
Lab Tech Scan-in, scan-out, transfer · cannot delete or reconfigure
Auditor Read-only · movement and temperature history · export
Your samples stay yours
Every lab gets its own private space inside the platform. Another lab cannot see your vials, your freezers, or your activity — not even by accident.
INLABCO support can help when you ask — never silently.
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The Vialwise feature set

Everything in one platform
VIALWISE · FEATURE SET

A complete platform

Scanning, monitoring, alerting and audit-grade reporting in one place.

Track & place

✓ Private workspace per lab
✓ Locations, freezers, racks & boxes set up
✓ Pre-printed QR labels registered
✓ Scan vial in, out or transfer
✓ Next-empty-cell suggestion
✓ Bulk intake — scan a tray, app distributes
✓ Offline scanning — syncs when wifi returns

Watch & alert

⚡ Live temperature on every freezer
⚡ Real-time fleet view for managers
⚡ Breach & door-left-open alerts
⚡ Per-vial temperature timeline
⚡ Excursion attribution — who, when, how long
⚡ Email & in-app notifications

Audit & comply

★ Lab manager dashboard
★ Searchable movement history
★ One-click chain-of-custody report
★ Audit-ready compliance exports
★ Roles for managers, techs & auditors
★ Import existing inventory in one go
Works with your LIMS
Vialwise owns the cold-chain layer your LIMS doesn't — the freezer, the box, the cell, the temperature. Events stream into Matrix Gemini, Sapio, LabWare, LabVantage or your custom system.
Looking ahead
Advanced analytics · predictive excursion alerts · multi-region deployment
11 / 12

Why this matters · what's next

The case for INLABCO Vial Tracker
Faster every day
Find any vial in seconds
Replace 30-minute searches with a single scan. Lab techs spend the saved time on actual science.
Safer samples
Catch breaches early
Every freezer is watched. If temperature drifts, the lab knows in minutes — not next morning.
Audit-ready
Chain of custody, always
Who handled what, when, at what temperature. One click produces the report an auditor needs.
Less training
New techs onboard in a day
The app guides them. Tribal knowledge of "which box is what" becomes a thing of the past.
Fits the hardware
Made for INLABCO
Designed around the same boxes, racks and freezers the lab already buys from INLABCO.
Grows with you
From one lab to many
Start with a single freezer. Scale to a multi-site biobank without changing the way your team works.
Next steps

Run a pilot at one lab

1
Pick a pilot lab — one location, two or three freezers
2
INLABCO ships boxes and vials with QR codes already on them
3
Lab manager and a handful of techs use the app daily through the pilot window
4
Measure: time saved, audit confidence, sample peace-of-mind
5
Roll out across every freezer, every site
Built by Vischari Solutions
Contact us · [email protected] →
Prototype v0.1 · 2026-05-24
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