Training Overview


Training is usually made up of up to four initial live webcast sessions, and additional live follow-up sessions as needed. The Admin training takes about 2 hours. Each user session takes about 90 minutes.

The four core sessions are as follows:

  • One Admin session
  • Two ELN sessions
  • One Inventory session

RSpace also routinely works with users to build custom training sessions tailored to your needs. Contact us for details.

Training recordings

We recommend that all sessions be recorded (by customer, for privacy), and links to the recorded sessions are distributed to all users (we hereby grant permission to record and distribute these training events). There is quite a lot of material to cover, so the live training moves at a rapid pace, and the recorded sessions allow users to review what they have seen at their own pace.

During the review, users should log in to their own RSpace account and follow along with the video, pausing periodically and reproducing the sequence of actions shown in the recording. This is especially important for the Basic User Training session.

Be sure to note questions that occur to you while reviewing the Basic Training video and during your first few days of use, so that you can raise these in the Advanced Training or subsequent follow-up sessions.

Admin Training

Attendees should include designated System Admins, Community Admins, data managers. For on-premise installs, IT or technical staff who will be involved with server maintenance should also attend. A strong IT background is not required for the System Admin but System Admins MUST be authorised to access all data and be fully familiar with your organization's privacy, data access, ownership, life-cycle, export and archiving policies.

This training usually takes place as soon as the server is installed. Please allow 2 hours for this session. We recommend allocating at least 2 SysAdmins per server.

Admin training is often used to:

  • Create your first system admin accounts and to explain options for group and community organization, as well as data access and integration options.
  • Discuss options for user provisioning, account creation and authentication.

The Sysadmin will need to know how to:

  • Create users and groups of various kinds
  • Grant the Principal Investigator (PI) role
  • Understand the characteristics of LabGroups, Collaboration Groups and Project Groups
  • Enable and Disable user accounts as needed
  • Configure the server for your needs
  • Manage and oversee data, access audit trails, and assist RSpace users
  • In some cases there will be more technical discussion of steps required for various integrations SSO authentication, server backups, policy issues related to remote server access for ResearchSpace support staff, and more.

Basic User Training

Attendees should include All users, PIs and System Admins

Definition and purpose of main RSpace tabs

  • Workspace
    • Definition & purpose
    • Definition of RSpace documents, Notebooks and Folders 
    • Tools on the main Workspace toolbar
    • Creating & using RSpace documents 
    • Using Forms to define the structure of an RSpace document
    • Organization, navigation, controlling what you see
  • Gallery and files, definition of Gallery purpose and how it differs from the Workspace
  • Messaging tab
  • Apps tab
  • Inventory tab
  • My RSpace tab
  • Published tab
  • Account tab

Creating Content

  • Overview of creating RSpace documents
  • Overview of RSpace Text Editor
  • Overview of RSpace text editor toolbar
  • Creation and use of text, images, tables and snippets
  • Adding and working with file attachments
  • Creating links to resources inside and outside of RSpace
  • Adding tags to your work


  • Sharing RSpace documents with individuals and groups
  • Manual sharing vs autosharing
  • Sharing Gallery files and snippets
  • Sharing with people who do not have RSpace accounts
  • LabGroups, Collaboration Groups and Project Groups


  • Export formats
  • Locating and downloading your exports

Advanced User and PI Training

Attendees should include most users, and all PIs, LabAdmins and System Admins
  • Lab data management principles, roles/responsibilities, compliance, 21CFR11 and related rule sets
  • Types of groups (LabGroup, Collaboration Group, Project Group)
  • Advanced sharing / oversight options and autoshare
  • Creating and working with Forms and Templates
  • Round-trip editing of data files and offline editing of RSpace documents
  • Revision history & file versions
  • Creating and distributing tags / controlled vocabularies
  • Use of tags when performing exports
  • Advanced search using lucene and tips for maximizing traceability
  • Using third party integrations for communication
  • Advanced data export, archiving of data cohorts, moving to a new lab
  • Signing and witnessing
  • Understanding integrated tools and workflows for Research Data Management and long-term data traceability
  • The RSpace API  and CLI

For PIs

  • My RSpace > My LabGroup area for PIs and Lab Admins
  • Managing users, permissions and LabGroups
  • PI and Lab Admin oversight and lab management tips, role of LabAdmin in sharing 
  • Autosharing and enforcing ontologies
  • Different organizational strategies for segregating data into projects 
  • Sharing sets of tags to specific groups
  • Accessing the data of users who have left your organization
  • “View All” mode and audit trail as ways oversee work and to generate reports
  • Questions arising from review of basic training video
  • If PIs want user to have access to additional practice materials and a formal certification process, ask ResearchSpace about support for optional “self-service” practice exercise or certification exercise.

RSpace Inventory & Sample Management System (RSINV)

Attendees should include anyone interested in using the Inventory system, (i.e most users) especially inventory managers and PIs
  • Basics of the user interface
  • Main entities – containers, samples, subsamples, benches
  • Creating and using containers, samples and sample templates
  • Types of containers – List, Grid, Visual
  • Navigational views – List, Tree, Card
  • Moving items, eg. from bench to a container
  • Creating and using baskets
  • Creating and using a List Of Materials (LOM)
  • Import samples, subsamples and containers using CSV
  • Introduction to barcodes
  • Tags and controlled vocabularies
  • Advanced Inventory search using Lucene
  • Understanding integrated tools and workflows for Research Data Management in the Inventory System

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