For Post-docs & Researchers

Moving institutions mid-grant?
Document what travels with you.

When a researcher moves institutions mid-project, the question of what samples they can legally take — and what must remain — is almost never formally documented. Vial Tracker Free creates the record both parties need.

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"We thought the samples could travel with me. My old institution thought otherwise. Neither of us had a formal record of what was agreed."
— The situation Vial Tracker Free prevents
The problem

Cross-institutional moves create undocumented IP disputes waiting to happen

You're moving to a new institution mid-grant. Some samples were generated under your current institution's funding and must stay. Others were created with your own methodology and may travel with you. Some are jointly held with collaborators.

In almost every case, this decision is made informally — through emails and verbal agreements. Months later, both institutions have a different understanding of what was agreed. The grant body has a third view entirely.

Vial Tracker Free gives you a formal, signed inventory of what existed before the move, what was agreed to travel, and what stayed behind — protecting both you and your previous institution.

What gets lost in the transition
Informal agreements about sample ownership become unresolvable disputes
Grant bodies have specific rules about what travels with researchers
Your new institution has legal exposure if transferred samples are contested
Your old institution's IP officer will ask questions you can't answer
What you get

Built for the real-world lab

Pre-move inventory
A documented record of every sample — what it is, when it was made, how it was funded, and who made it — before the move happens.
Transfer agreement documentation
Record which samples are agreed to travel, which stay, and under what conditions. Both institutions sign the record.
Grant compliance trail
When your grant body asks what resources moved between institutions, the answer is documented — not reconstructed from memory.
Portable by design
It's an Excel file. It travels with you to the new institution. No data migration, no account transfers, no IT handoff.
How it works

Up and running in an afternoon

1
Download the file
No installation, no account. Open it in Excel as soon as the move is confirmed.
2
Document your holdings before the move
Enter every sample with funding source, creation date, and ownership status. The record exists before any dispute can arise.
3
Both institutions sign the transfer record
A formal agreement backed by a documented inventory. Both parties know what was agreed and what was transferred.
Other challenges Vial Tracker Free solves for Post-docs

Every situation where your record matters

Vial Tracker Free is built for the moments that define your professional reputation — not just one of them.

Leaving the lab
A timestamped, PI-signed handover record that protects your reputation when you move on.
Read more →
Parental & medical leave
Document your samples before you go. Come back to a clean record, not missing vials.
Read more →
IP & research credit
A timestamped record you own — the difference between a claim and proof.
Read more →
Internal project transfer
Switching projects loses as much knowledge as a departure — without any of the formality.
Read more →

Your move should be a fresh start,
not a disputed past

Download Vial Tracker Free today. Document your holdings before you go. Protect both parties.

Download Vial Tracker Free — it's free
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