March 31, 2026
General Overview
What does this service entail?
This is an institutionally supported lab sample management application designed to help research groups track samples, storage locations, and chain of custody in a standardized, compliant way.
The service replaces legacy tools and ad-hoc tracking methods (e.g., spreadsheets, access databases, or outdated legacy systems) with a supported, secure platform.
Who is this service for?
The service is intended for research groups that:
- Manage physical samples (e.g., tissues, biospecimens, reagents)
- Store samples across multiple freezers or locations
- Need traceability for audits, sponsors, or internal reporting
- Want a supported solution without maintaining their own system
Is this required or optional?
At this time, the service is optional. Groups may choose to enroll based on their operational, compliance, or growth needs.
Support and Service Model
What level of support is provided by MGB Digital Applications team?
- New lab setup
- New user account setup
- User access issues
- Configuration questions
- Standard troubleshooting
- Documentation and training materials
- Request new freezers, sample types, and user-defined fields
The support by MGB Digital Applications team does not include:
- Extensive one-off configurations
- Setting up and connecting label/barcode printers
- FreezerPro performance or timing out
- Tips and consulting on using the API
- Bulk importing samples and data
Who do we contact for help?
Review the Getting Started article for details.
Is onboarding only for labs that opt in, or is it required for all labs?
FreezerPro is available to all labs, but onboarding applies only to labs that choose to adopt the system. Labs must explicitly request a license to begin onboarding. See Getting Started KB article.
When can labs start accessing FreezerPro and begin onboarding?
Labs are encouraged to submit a license request as soon as possible. Onboarding is prioritized based on readiness and complexity. The expected timeframe discussed was late April into May, following pilot onboarding.
Are multiple users able to access and edit the database at the same time?
Yes. Multiple users can access and edit FreezerPro concurrently, subject to the concurrent license limit.
Pricing and Cost Recovery
How much does the service cost and how do we get a quote?
- FreezerPro is licensed per lab, not per user.
- The system uses a shared pool of concurrent logins across all groups rather than per‑lab user caps.
- Labs do not need a separate vendor quote.
- Lab licenses can be requested through the FreezerPro License Request Form.
The annual fee is based on the group size. The cost tiers are:
- Tier 1 (1–5 users) – $2,200.00
- Tier 2 (6–10 users) – $3,300.00
- Tier 3 (10+ users) – $4,400.00
The baseline tier is aligned with historic pricing for similar tools. The price may increase if the vendor increases the annual licensing costs. The price may decrease as adoption grows.
Why is there a fee?
The service operates under a cost-recovery model. The goal is sustainability, not profit. Fees help cover:
- Annual vendor licensing
- Configuration and onboarding
- System administration
- Ongoing user support
Is this a subscription?
Yes. Groups pay an annual subscription, with annual review and renewal billing based on the group’s purchasing date.
What happens if adoption grows faster than expected?
The service will monitor adoption and enrollment to ensure:
- Adequate support
- System performance
- Fair access to shared resources
The service will re‑negotiate the license terms when current capacity is reached.
Renewal and Changes
How does renewal work?
Subscriptions are renewed annually. Groups will be notified in advance and given the opportunity to confirm group size and funding sources.
Can we cancel?
Yes. Groups may opt not to renew at the end of the subscription year but will have to secure the alternative sample management solution and ensure the data transfer.
Will pricing change over time?
Pricing is stable and reviewed annually. Increases will only occur if vendor licensing costs increase. Decreases may occur if adoption increases above projected levels.
Access and Usage
How many users can my group have?
The system uses a shared pool of concurrent logins across all groups rather than per‑lab user caps. This allows maximum access and flexibility while managing overall system load.
What if my lab has light usage?
At the launch, pricing is as advertised for all groups. Usage patterns will be monitored, and low‑usage pricing options may be considered in the future once actual data is available.
What if my lab is growing?
The annual fee is based on the group size. The baseline tier is $2,200 for small groups; it increases 1.5× and 2× for groups larger than 5 and 10 members respectively.
- Tier 1 (1–5 users) – $2,200.00
- Tier 2 (6–10 users) – $3,300.00
- Tier 3 (11+ users) – $4,400.00
What if my lab size fluctuates throughout the year?
We encourage you to manage the membership and request deactivating a user when they are no longer part of the lab.
Can we add or remove users later?
Yes. User management is handled at the group level through the “FreezerPro Account Request Form” [link] and can be updated as staffing changes.
Onboarding and Setup
What is required to get started?
Before onboarding, groups complete a standard intake form covering:
- Access roles
- Storage structure
- Sample types
- Required metadata
- This ensures consistent setup and faster onboarding.
How long does the onboarding take?
Typical onboarding includes:
- Intake review
- System configuration
- Initial training
As this is a new service, the onboarding process and timelines will be monitored and information posted. We expect an onboarding timeline to depend on the lab’s number of samples and freezers.
Can we migrate data from our current system?
Yes, basic data migration support may be available depending on format and volume. Complex migrations may require additional cost and effort or manual cleanup. We encourage concurrent freezer re‑inventory and cleanup as we transition to the new system.
Is onboarding only for labs that opt in, or is it required for all labs?
FreezerPro is available to all labs, but onboarding applies only to labs that choose to adopt the system. Labs must explicitly request a license to begin onboarding. See Getting Started KB article.
When can labs start accessing FreezerPro and begin onboarding?
Labs are encouraged to submit a license request as soon as possible. Onboarding is prioritized based on readiness and complexity. The expected timeframe discussed was late April into May, following pilot onboarding.
Features and Configuration
What metadata does the system support?
Example of standard fields:
- Sample ID
- Sample type
- Sample source (patient, experiment, batch)
- Collection date
- Sample owner
- Storage location (building, freezer, rack, box, position)
- Volume / quantity
- Aliquots
- Status
Additional fields may be configured based on lab‑specific needs.
Can we customize workflows?
The service supports standardized configurations to ensure maintainability. Limited customization is available where there is clear value and no impact to shared users.
Does this replace LabArchives, other ELNs or analysis tools?
No. This service focuses on physical sample tracking and inventory management, not experimental documentation or data analysis.
Storage Structure & Boxes
Can we create custom box types (e.g., 5×5, 6×6)?
Yes. Box types are fully customizable, including grid dimensions and naming conventions.
If a freezer has different numbers of racks per shelf, can that be reflected?
Yes. Storage structures can be customized so each shelf can have a different number of racks.
Can a box type be changed if it already contains samples?
Yes, box types can be changed as long as system rules allow it, but certain actions (such as deleting structures) are restricted when samples are present to protect data integrity.
Can we move many boxes or racks at once?
Yes. Users can drag‑and‑drop shelves, racks, or boxes, and can cut and paste multiple boxes at once. All moves are tracked in the audit trail.
Sample IDs and Barcodes
Are barcodes linked to physical vial labels?
Yes. Barcodes in FreezerPro can correspond to pre‑barcoded tubes or user‑printed labels generated directly from FreezerPro. Label templates support dynamic fields and common printers (e.g., Zebra).
Are barcodes unique per vial or per sample?
- Each vial has its own unique barcode.
- All vials from the same sample share a common Sample ID.
Can we control how barcodes are auto‑generated or set a starting number?
No. FreezerPro auto‑generates barcodes starting from a system‑defined value. However, labs can import and use their own barcodes (including legacy IDs).
What if two labs have overlapping legacy barcode numbers?
FreezerPro does not allow duplicate barcodes. If a duplicate is uploaded, the system returns an error. Labs must manage uniqueness when importing legacy data.
Can legacy FreezerWorks IDs be preserved?
Yes. Legacy IDs can be loaded into FreezerPro as reference fields so samples can still be found using historical identifiers.
Barcoding and Label Printing
How do users connect FreezerPro to a barcode printer?
FreezerPro supports two printing methods:
- Browser Printing: This is the easiest and an advised option for our configuration. Users simply print via their web browser (e.g., pressing CTRL + P) and select the label printer as the destination after adding it as a printing option.
- IP Printing: This method sends print jobs directly from FreezerPro to the printer. It requires IT involvement to open a firewall port that allows direct communication between FreezerPro and the label printer.
Can FreezerPro print freezer or box barcode labels in addition to sample barcode labels?
Yes. Users can:
- Right‑click any Box and choose Print Barcode.
- Or perform an Advanced Search by clicking the arrow next to the search bar’s magnifying glass → select Boxes → run the search → select the Print Barcode icon for the returned list.
Sample Creation, Aliquots & Lineage
Can we customize sample types and their fields?
Yes. Sample types are fully customizable, including user‑defined fields, required fields, field visibility, and permissions.
Do vials have unique identifiers beyond the sample ID?
Yes. Each vial has a unique barcode and its own volume. Sample‑level metadata is shared across all vials.
How is sample lineage (parent/child relationships) tracked?
FreezerPro supports lineage tracking. Derived samples maintain links to parent samples, and lineage remains visible even if parent samples are depleted or archived.
Do parent samples need to be physically in storage to create aliquots?
A parent sample record must exist in the system to create derivatives. Bulk uploads can link samples using parent IDs, but the parent record must exist first.
Depletion, Archiving & Audit
If a sample is depleted, is it removed from the system?
No. When all vials are removed, the sample moves to the archive where metadata is retained, audit history remains accessible, and records remain searchable.
Will the system explain why something cannot be deleted?
Yes. If a record cannot be deleted (for example, due to archived dependencies), FreezerPro displays an error indicating the reason.
Workflow, Check‑Out & Pre‑Creation
How do we track samples being checked in and out?
FreezerPro supports pick lists, check‑out/check‑in actions, and automatic freeze‑thaw count tracking. All actions are logged in the audit trail.
Can we pre‑create samples and print labels before collection?
Yes. Supported workflows include using staging or receiving areas and creating lab‑specific workflow or bench locations. Samples can later be moved into final freezer locations.
Is the staging/receiving area permission‑restricted?
No. The system staging area is visible to all users. In multi‑tenant environments, labs are encouraged to create lab‑specific staging areas.
Support
Who do we contact for help?
If you have additional questions:
- Contact the Mass General Brigham Digital Support team at @email OR
- Submit a request through Digital Service Hub and make the following selections:
- ServiceNow / Service Desk Group: Digital Research Apps – mgb
- Configuration Item: FreezerPro – mgb