How to track TokuKits and clinical trial samples in the Teiko Dashboard

Overview

Sample Tracking in the Teiko Dashboard gives sponsors real-time visibility to track kits and samples without emails, phone calls, or waiting. Instead of chasing logistics, you can see how many kits each clinical site has ordered and take inventory for the program. It answers the question: “Are these kits still at the site or has the sample already been received at Teiko’s lab?”

Use it to:

• Confirm when kits are sent to and received from clinical sites
• Track each sample from collection through processing in the lab
• View key details such as collection date, receive date, and site-level comments
• Save time by accessing all kit and sample status updates in one place

Quick Start: How to use kit tracking

Step 1 – Navigate to “Kits”

In the left-hand sidebar, click Kits to view orders placed by clinical sites or sponsors along with their fulfillment status.

Step 2 – View Orders and Kits

Check logistics for each clinical site, including order number, creation date, site, kit status, and shipping details.

Step 3 – View All Samples

Click All Samples to drill down into the status of individual samples.

Step 4 – Review Metadata

See details including collection date, receive date, subject information, and any site-level comment

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Sample Status Definitions

When you drill down into the All Samples tab, each kit and sample is assigned a status so you can see exactly where it is in the pipeline:

• Pending Sample Collection – TokuKits have been sent to the clinical site and are awaiting collection
• Sample Collected at Site – Samples have been collected, registered, and are awaiting return to Teiko
• Sample Received at Teiko – Samples have arrived at Teiko and are awaiting processing
• Processed and Preparing for Analysis – Samples have been processed, and analysis is in progress
• Sample Results Ready – Results have been uploaded to your dashboard

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Tips for refining your view

• Use filters to focus on specific fields such as order number, creation date, status, or shipping details
• Apply filters when reconciling site-level questions (e.g., “Which samples were received last week?”)
• Use kit-level status to monitor site activity and overall study logistics

Sample of sample tracking in Kits

This example shows the All Samples tab, where each sample is listed with key details. You can see:

• Sample status (e.g., Sample Results Ready)
• Kit and sample ID
• Timepoint and subject information
• Collection and receive dates
• Site-level comments

Kit Tracking brings site and sample-level visibility into one dashboard. Sponsors can monitor kit orders, confirm when samples leave the site and arrive at Teiko, and follow them through processing to results. 

With this full chain of custody in view, you can trust your timelines, reduce back-and-forth, and focus on advancing your clinical trial.