Batch and image data, one connected system for lab operations
A global preclinical contract research organization runs its lab operations on Airtable, tracking batches of client data with linked image references and plate information. Custom extensions and automations handle lab specific data handling and status updates, while grid views give scientists the fast, spreadsheet style entry they already prefer, all connected to client deliverable tracking.
The problem
Batches of client data moved through the lab with references to images and plate information tracked manually, and there was no centralized way to manage that client data alongside the studies it belonged to. Linking plate information to downstream analysis results was difficult, and the work needed workflows beyond what standard project management tools could offer.
Scientists preferred fast, grid style data entry over form heavy interfaces, so any new system had to match that habit rather than fight it, while still supporting high content image analysis and traceable client deliverables.
What they built
The organization built batch tracking in Airtable with linked references to images and plate information, using custom extensions for lab specific data handling that a general purpose tool could not offer out of the box.
Automations handle batch status updates and notifications automatically, and grid views give scientists the data entry and review experience they already expect, all tied back to client data management and deliverable tracking in the same base.
The outcome
Batch and image data now live in one connected system instead of scattered references, giving Image Analysis, Scientists, and Operations a shared source of truth that supports quality control across lab operations.
Custom extensions and automations reduced manual status updates, and the scalable structure supports lab operations across the organization's global footprint without adding administrative overhead.
Inside the solution
Lab Operations and Batch Tracking
Quality & Manufacturing Operations
- Batch tracking with image references and plate information
- Custom extensions for lab specific data handling
- Automations for batch status updates and notifications
- Grid views preferred by scientists for data entry and review
- Client data management and deliverable tracking
- Manual tracking of batches and image references
- Lack of centralized client data management
- Difficulty linking plate information to analysis results
- Need for custom workflows beyond standard project management
- Scientist preference for grid based data entry
- Centralized batch and image tracking supports quality control
- Custom extensions enable lab specific workflows
- Automations reduce manual status updates
- Grid views align with scientist preferences and speed data entry
- Scalable across global lab operations
- Image Analysis
- Scientists
- Operations
- Custom extensions
- Automations
- Extensions
Lab Operations and Batch Tracking
Track every batch of client lab data end to end: linked plate information, image references with storage paths and analysis scores, QC steps, instrument calibration, and the client deliverables each batch feeds, all in fast grid views plus a five-page interface. Automations open intake QC on receipt, hold a batch the moment a QC check fails, notify on release, and send a Monday digest, while native AI fields draft batch handoff summaries, plate layout checks, image analysis notes, QC deviation write-ups, and deliverable readiness calls.
From manual references to one connected lab record
Copy the templates
Add custom extensions
Automate the updates
FAQ
Frequently asked questions
Each batch is a record with linked image references and plate information, so scientists and Image Analysis can see the full picture from one place instead of piecing it together from separate files.
Custom extensions. The lab specific data handling this workflow needs went beyond what standard project tools support, so the team built extensions tailored to batch and image tracking instead.
Grid views match how scientists already enter and review data, fast and spreadsheet style, so the system fits existing habits rather than forcing a slower interface on daily work.
Automations update batch status and send notifications automatically, removing the manual step of chasing updates across the team.
Yes. Client data management and deliverable tracking live in the same base as batch records, so every deliverable traces back to the batch, image, and plate data behind it.