Free Excel template
Free laboratory sample tracking Excel template
Keep sample measurements, status and storage locations together in a simple log for non-clinical research. Use it manually in Excel, with no Lucy account required.
What a completed log can look like
Fictional example showing selected columns. Your download contains a blank log, with the full field list below.
| Sample ID | Measurement Name | Measurement | Unit | Status |
|---|---|---|---|---|
| RND-203 | Concentration | 19.1 | ng/uL | Needs review |
| RND-204 | Concentration | 18.7 | ng/uL | Complete |
| RND-205 | pH | 7.18 | pH | In progress |
For RND-204, enter Protein extract as Sample Type, Concentration as Measurement Name, 18.7 as Measurement and ng/uL as Unit. Add the storage location, observation date and operator. Mark the status Complete when your recording step is finished.
How to use this template
- 01
Read the Guide tab
Save a copy of the workbook. It opens on Guide, which explains the fields, ID highlights and an example voice command.
- 02
Set up your sample rows
Open Sample Log and enter a unique Sample ID for each row. Add the sample type, measurement name and expected unit.
- 03
Record and review observations
Enter the reading, status, location, date and operator. Review missing or duplicate IDs and document any follow-up in Notes.
Fields included in the Excel workbook
- Sample ID
- A unique, stable identifier for each row, such as RND-204. Enter IDs before recording observations.
- Sample Type
- The material you are tracking, such as protein extract or buffer aliquot.
- Measurement Name
- The quantity observed, such as concentration or pH.
- Measurement
- The numeric reading. Leave an unrecorded measurement blank; enter zero only when zero was observed.
- Unit
- The measurement unit in its own column, such as ng/uL. Keep the reading itself numeric.
- Status
- Choose Pending, In progress, Complete or Needs review. Complete describes workflow progress, not scientific validity.
- Storage Location
- Your established freezer, box, rack or position reference.
- Recorded Date
- The date of the observation, displayed as YYYY-MM-DD.
- Operator
- Initials or an operator identifier used consistently by your team.
- Notes
- Context, deviations and follow-up actions associated with the observation.
Common mistakes to avoid
Reusing an ID for repeated observations
The supplied layout holds one measurement per sample row. For repeat observations, keep a separate dated log or introduce a unique Observation ID. Use that identifier as the key if you configure Lucy.
Mixing a value with its unit
Enter 18.7 in Measurement and ng/uL in Unit. Keeping them separate makes the numeric column easier to calculate with and compare.
Treating the log as a full lab system
This template does not provide sample lifecycle management, protocol control, approvals or an immutable audit trail. It is intended for non-clinical research logging.
Within rows 2–101, red ID cells flag duplicates and amber ID cells flag a missing ID when other fields are filled. Review pasted values yourself. To add more rows, copy a prepared blank row and extend dropdown and conditional-format ranges, including the duplicate-ID formula.
Optional voice entry
Update this log with Lucy
Lucy is a voice-first interface for structured spreadsheet updates. In its Excel desktop task pane, select Sample Log, confirm row 1 as the header row and Sample ID as the key, then start Listening Mode. Create the record before speaking an update.
Illustrative command
“For sample RND-204, set measurement to 18.7 and status to complete.”
Expected changes to the named record
| Field | Before | After |
|---|---|---|
| Measurement | Blank | 18.7 |
| Status | Pending | Complete |
This is a worked example, not a recording of a live session. Lucy reports each applied, skipped or failed action. Ambiguous targets are skipped. Keep rows and columns visible and avoid merged cells and filtered ranges when using Lucy.
Lucy is available through beta access. Its current tested host workflow uses local workbooks in Excel desktop on macOS; Windows, Excel on the web and native Google Sheets support are still being validated or developed.
Laboratory sample tracking FAQ
Practical answers before you start your log.
Is this laboratory sample tracking template free?
Yes. Download the Excel workbook without an email address or Lucy account. You can enter and edit records manually.
Does the download include example data?
The Sample Log is blank and has 100 prepared entry rows. The Guide tab includes a fictional example. The filled table on this page illustrates how your records could look.
Can I track more than one measurement per sample?
The supplied layout has one measurement per sample row. For repeated observations, use a separate dated log or add a unique Observation ID for each row. If you use Lucy, configure that unique identifier as the key.
Is this a LIMS or a regulated laboratory record system?
No. It is an editable spreadsheet for non-clinical research. It does not replace a LIMS, controlled records, approvals or your laboratory procedures.
Do I need Lucy to use this workbook?
No. You can type directly into the workbook and use its dropdowns without a Lucy account. Voice updates are an optional beta workflow.
Make the log your own
Start with the Guide tab, then add your records to the blank entry sheet.