VipLIMS is free for every laboratory, with unlimited users and cases and no card needed. This article walks you through creating your account and getting your laboratory ready for its first real case. Most laboratories finish the basic set-up in well under an hour.
Before you start
Have these ready:
- your organisation's name, as it should appear on reports;
- a work email address you can open now;
- a logo and the address, phone and email details for your report letterhead;
- a phone with an authenticator app, such as any app that supports time-based codes (optional, but recommended for two-factor sign-in);
- a list of the colleagues you want to invite, and the role each one needs. See Roles and permissions.
Step 1: Create your account
- Go to Start free.
- Enter your organisation name, your name, your email address and a password of at least 12 characters.
- Choose your country and your laboratory type. These set sensible defaults that you can change later.
- Read and accept the Terms of service. The Data processing agreement is part of those terms.
- Submit the form.
The person who signs up becomes the laboratory's first Administrator.
Step 2: Verify your email
We send a verification email straight away.
- Open the email and select the verification link. The link is valid for 24 hours.
- If the email has not arrived, check your spam or junk folder.
- Still nothing? Return to the sign-up confirmation screen and select Resend. The resend option becomes available after a short wait, to protect against misuse.
If the link has expired, request a new one from the same screen.
Step 3: Set up two-factor sign-in
Every VipLIMS user must use two-factor sign-in. You will be asked to set it up straight after verifying your email.
You can use an authenticator app on your phone, or receive a single-use code by email each time you sign in. The authenticator app is quicker and does not depend on email delivery. See Two-factor sign-in for full instructions.
Step 4: Work through the onboarding wizard
The wizard takes you through the settings that matter most. You can go back to any of them later from Settings.
| Wizard step | What you do | Tip |
|---|---|---|
| Organisation profile and letterhead | Add your logo, address and contact details | Preview the letterhead before moving on. It appears on every report and invoice |
| Speciality pack(s) | Choose one or more packs for your laboratory type, such as histopathology or haematology | Packs include sample case types, templates and reference ranges. These are illustrative and must be checked before live use |
| Numbering format | Choose how case numbers are built. A live preview shows an example, such as H26-00042 | Agree the format with your team before you register real cases |
| Invite team | Enter colleagues' email addresses and choose a role for each | You can skip this and invite people later from Users |
| Demo data | Optionally load synthetic demo cases to explore safely | Demo data is clearly marked and can be removed in one click |
Step 5: Use the Getting started checklist
When you finish the wizard, you arrive at the Dashboard. A Getting started checklist shows what is left to do, such as adding referring institutions, setting turnaround-time targets and enabling terminology packs.
Step 6: Get ready for live work
Before you register real patient cases:
- Remove the demo data if you loaded it.
- Check your speciality pack content. Review case types, report templates and reference ranges against your own methods.
- Validate the system for your use. Your laboratory is responsible for verifying VipLIMS under the standards that apply to it, such as ISO 15189 or ISO/IEC 17025. See the Medical and clinical disclaimer.
- Add your referring institutions under Institutions, so referrers can be invited to the referrer portal.
- Check every user's role. Give each person the lowest role that lets them do their job.
Getting help
If you get stuck, search the help centre or email [email protected]. Optional paid services, including data migration and validation help, are described on the Pricing page.