About user management
Over the lifetime of your digital lab, users will come and go. It's a good investment to understand and optimize the user management process.
Granting access to new users
You add new users to your lab in our administer science service desk. Each user needs to read their user agreement, and to sign the agreement together with the lab leader or lab coordinator.
Users will normally get an access link, keys and certificates to your lab a few days after you have submitted the user agreement. We are aware that instant access may sometimes be critical in competitive science, so contact us if one of your users needs instant access to your lab.
The access link holds a custom guide for how to do the initial access installation. We recommend that each lab user set aside two hours for their first lab access.
Note that we use the Signal mobile application to forward passphrases and keys to access certificates. It's good to tell your team to install Signal right away to avoid unnecessary delays.
Welcoming new users in your lab
We think one of the best investment you can make in your team is to ensure a good lab onboarding, both technically and scientifically into your projects.
When you welcome new users into your lab, take the time to show them around as you would in a physical wet lab. This is just like entering a wetlab for the first time. Think of this as going through every cabinet and incubator.
For example, sit down with your new team members and show them how to run your established workflows and development pipelines, where you store your data, and how to keep your storage areas clean and tidy, and maybe explain how you would like files to be labeled, how to use the different storage volumes, how to ask us for support in Slack and how to request things in our do science service desk, etc.
Offboarding users
You can remove access for lab users whenever you like. In addition, we will automatically remove users that has been inactive for 180 days. We are also here to help ensuring access to data and code from deactivated users inside your lab.
However, this is a small reminder that it may be good to start to plan how you would like to the offboarding of your lab users to be long before they leave. Remember the old saying: Scientific projects don't end, they slowly cease to exist when the PhD leaves and no-one has seen the Post Doc for months...
When that is said, we encourage you to make a small offboarding check-list for users. For example, sit down and go through together what to do about the data and code they have been involved in, make them clean out their local folders, etc.