Xavo Services
Get your sample operations running, and keep them running
From the first inventory import to a network of sites and CRO partners, Xavo combines the sample logistics platform with a team that has hands-on experience in compound management, plating and lab logistics. A first module goes live in weeks; enterprise rollouts are phased.
- Live in weeks with a first module
- One team from scoping to support
- Cloud-hosted, multi- or single-tenant
Why Xavo
Why labs work with Xavo
Sample logistics rarely fails on software alone. It usually fails at the hand-offs: between a home lab and its CRO, or between a spreadsheet and the liquid handler. We close those gaps with a platform and a team built specifically for sample operations.
Sample operations expertise
Our team comes from compound management, screening support and lab automation. We map how requests, containers and plates really move through your lab before we configure anything.
Inventory you can trust
We migrate and clean your existing inventory, set up locations and container hierarchies, and keep the data consistent afterwards across every lab, store and partner site.
Request-to-deliverable automation
Volumes, dilutions, sources, transfers and plate layouts are computed for every request and turned into instructions for operators and liquid handlers. Nobody has to do the math in a spreadsheet.
Built for distributed networks
Home lab, CRO partners and external storage run in one environment, with order transfer, nightly reconciliation and shipment tracking between sites.
Configured, not custom-coded
Labware, plating workflows, views, parameters and integration touchpoints are configured at runtime. Business rules run as dynamic functions that can be adjusted in a running system, without a release.
One accountable team
Scoping, configuration, integration, training, operations and support come from the same team. The people who set up your system are the people who keep it running.
Software & deployment
Hosting models for every security profile
Xavo runs as a managed cloud service, operated by the Xavo team. The hosting model determines how isolated your environment is, which affects both the price and the scope of your security review. That is why we settle it early in every project.
Multi-Tenant Cloud: the quickest start
Xavo delivered as a service on shared compute, operated by Xavo. Your data is always separated: tenants never share storage. Your team focuses on inventory, requests and workflows from the first week.
Benefits
- Fast start: no infrastructure project on your side.
- Lowest cost: shared compute keeps the platform price down.
- Managed operations: monitoring, daily backups and incident response handled by Xavo.
- Continuous updates: new capabilities without upgrade projects.
Security & data
- Separated data stores per customer
- Single sign-on via OpenID Connect
- Encrypted traffic and a web application firewall
- Daily database backups, kept for up to 35 days
Single-Tenant Cloud: dedicated runtime and enterprise control
A dedicated Xavo environment with its own runtime and data store, reserved for your organization and operated by Xavo. You keep the speed of a managed service while gaining the isolation enterprise and security-sensitive operations require.
Benefits
- Dedicated environment: isolated runtime and data store.
- Release timing: updates aligned with your change process.
- Test and stage environments: verify changes before they reach production.
- Security review support: architecture, data and access documentation for your IT.
Governance advantages
- Environment-level isolation for security and data policies
- Controlled rollouts across test, stage and production
- Clear shared-responsibility model
| Who does what | Multi-Tenant Cloud | Single-Tenant Cloud |
|---|---|---|
| Infrastructure & hosting | Xavo, shared compute | Xavo, dedicated compute |
| Data separation | Separate data store per tenant | Dedicated runtime and data store |
| Updates | Continuous | Scheduled with you |
| Monitoring, backups & recovery | Xavo | Xavo |
| Test & stage environments | Optional | Available |
| User management & single sign-on | Customer, via your identity provider | Customer, via your identity provider |
Xavo responsibility Customer responsibility. Exact responsibilities are defined in your service agreement. Need your own infrastructure for an enterprise program? Talk to a solution architect.
Licensing
Start with one module. Grow with your network.
Xavo licensing follows how sample operations grow: an edition that matches your complexity, modules for requesting and logistics, and sites as your network expands. Licenses are site-based, typically with unlimited users per site, so you never have to ration access.
Xavo Editions
Every edition builds on the same platform. Start with the capabilities you need today and move up as your operations become more complex, without re-platforming.
- Core: inventory, storage, sample history and traceability
- Professional: request fulfillment with source selection, transfer calculation, dilutions and plate preparation
- Enterprise: Path Finder, equipment models, automation integration and dynamic recalculation
Requesting Module
A scientist-facing request portal: scientists ask for the material or assay they need, Xavo checks availability, routes the request and breaks it into executable jobs.
- Unlimited scientists: every requester can use it
- Sized by request volume: tiers that grow with your demand
- Assay queues: requests organized by assay and priority
- Connected to every inventory: local, partner and CRO stock
Multi-Site & Global Logistics
An add-on from Core upwards for organizations whose samples live in more than one place: additional own sites, CRO partner labs or external storage.
- Additional sites and CRO labs: licensed per site
- Inventory and order transfer with partner systems
- Shipment tracking from dispatch to arrival, linked to inventory
- Nightly reconciliation across all connected sites
Path Finder & Lab Spider
Path Finder computes request-specific execution paths: sources, transformations, transfers and required resources. Lab Spider connects Xavo to the devices and systems around it.
Build the licensing scenario for your rollout
Licensing is tailored to your edition, sites, request volume and hosting model. We will help you size a first module and a growth path.
Consulting & advisory
Know where your sample operations lose time
Before we configure anything, we look at how requests, containers and plates move through your lab today, and where time, errors and rework accumulate. Our consultants have run compound management and screening support themselves.
Request-to-deliverable analysis
We follow requests from the scientist to the finished plate or shipment: who interprets it, where volumes are calculated, how sources are found and where work stalls.
Inventory & data assessment
We assess the state of your current inventory data (spreadsheets, legacy systems, partner lists) and plan cleanup, mapping and migration before go-live.
Network & CRO strategy
For organizations working with CROs and external storage, we design how inventories, orders and shipments flow between sites, and what each partner needs to provide.
Business case & scoping
Usage scenarios, end-to-end flows, to-be processes and a functional fit-gap turn into a firm scope and a business case before you commit to a project.
Clear priorities
See which requests, labs and sites deliver value first, and why.
No commitment before clarity
Scope and effort are defined together before any project or SaaS commitment.
Measurable results
Turnaround, manual effort and error rates defined up front and tracked after go-live.
Implementation & integration
From spreadsheet to live in weeks
Most of what a sample operation needs works out of the box. We configure the rest to your formats, rules and systems, and migrate the inventory you already have. A first module goes live in one to two months; enterprise programs roll out in phases.
Inventory migration
Your existing stock, cleaned and structured before it moves.
Data import & mapping
Inventory from spreadsheets, legacy systems and partner lists, mapped to containers, samples, materials and lots.
Data cleansing
Duplicate barcodes, orphaned containers and inconsistent volumes resolved before go-live.
Location setup
Freezers, racks, stores and positions set up with barcodes, ready for scan-in and scan-out.
Historical data
Sample history carried over where it matters for traceability.
Configuration
Your formats and rules, set up through configuration.
Labware & containers
Tube, vial and plate types, including densities and dead volumes, as used in your lab.
Plating workflows & formats
Target layouts, dilution schemes, controls and compression rules for your deliverables.
Business rules
Source selection, thresholds and validations as dynamic functions you can adjust in a running system.
Views & filters
Role-specific views for requesters, operators and lab managers.
Integration with Lab Spider
Xavo connected to the devices and systems your lab already runs.
Liquid handlers & acoustic dispensers
Worklists and device instructions generated from the target layout.
Automated stores
Material search in Xavo, picks triggered in the store.
Registration, LIMS & ELN
Container lookups, compound data and results exchanged with your registration and data systems.
Integration touchpoints
Endpoints and mappings configured at runtime in the UI, with an edge agent for devices on your network.
Sites & CRO onboarding
New sites and partners connected without a new project each time.
Partner inventories
CRO and external storage inventories brought into the same environment.
Order transfer
Orders passed to partner systems and status reported back.
Shipment notifications
Tracking numbers ingested from partner notifications, linked to the shipped containers.
Reconciliation rules
Nightly comparison and auto-correction rules agreed per partner.
How we deliver
The Xavo delivery methodology
No final project or SaaS commitment until the value is identified. Each phase has clear artifacts and decision points, so scope and risk are visible early. Select a phase to see what happens.
Identify value
Together with your subject matter experts and IT, we capture what matters: the jobs to be done, the requests that hurt most and the outcomes that define success.
Key artifacts
- Usage scenario list
- Desired outcomes and success criteria
- Technical constraints
Design
End-to-end flows and to-be processes are defined, mapped against the product and turned into a firm scope.
Key artifacts
- End-to-end flows and to-be processes
- Functional fit-gap
- Integration scenario list and test data
Configure & connect
Labware, workflows, rules and integrations are configured in short iterations, with your team reviewing working increments.
Key artifacts
- Configured platform and workflows
- Connected devices and systems
- Migrated inventory in the test environment
Test & accept
Acceptance testing against the criteria agreed up front, using real users, labware and requests in test and stage environments.
Key artifacts
- Acceptance criteria sign-off
- Test evidence
- Go-live readiness
Go-live
Final data load, user training and a hypercare period with direct access to the project team during the first weeks in production.
Key artifacts
- Production go-live
- Trained requesters, operators and admins
- Hypercare and handover to support
Expand
Add modules, sites and integrations when the need arises. Regular reviews keep the roadmap aligned with your operations.
Key artifacts
- Expansion roadmap
- New modules, sites or partners
- Regular value reviews
Managed operations
Accurate inventory as a service
Beyond operating the platform, Xavo looks after the quality of your inventory across every lab and partner site, so scientists only request material that is actually there.
Platform operations
A current, monitored and recoverable platform in the cloud.
- Hosting & monitoring
- Updates & releases
- Daily backups
- Disaster recovery
- Environment management
Inventory data stewardship
Consistent inventory across your labs, CROs and the request layer.
- Nightly reconciliation
- Discrepancy reports
- Automatic correction
- Review of edge cases
Configuration on demand
Expert capacity when your process changes, without growing your team.
- New labware & formats
- Rule & threshold changes
- New views & reports
- Guidance on new use cases
Network operations
Partners and shipments kept in sync as your network grows.
- New site & CRO onboarding
- Partner integration upkeep
- Shipment tracking setup
- Order transfer monitoring
Scientists focus on science
Inventory upkeep and platform administration move off your scientists' desks.
Trust in every request
Discrepancies surface in the nightly run, before anyone goes looking for a plate.
Expertise without hiring
No need to build in-house expertise for a specialized platform.
Operational KPIs we measure and report
Targets are defined in your service agreement and reviewed with you in regular service reviews.
Platform availability
Measured against the service objectives agreed for your environment.
Ticket response & resolution
Response and resolution times tracked by severity.
Inventory discrepancies
Open discrepancies per site, auto-corrected versus reviewed.
Backup & restore assurance
Backup success rates and results of restore tests.
Request turnaround
Time from request to fulfilled deliverable, by request type.
Shipments in transit
Open shipments, delivery times and exceptions across partners.
Training & enablement
Every role up to speed from day one
Xavo touches requesting scientists, bench operators and lab managers in different ways. Our enablement is built around those roles, so requests arrive complete, operators trust the guidance and your admins can change the system themselves.
Requesting scientists
Scientists learn to place requests, check availability and follow status, usually in a single short session.
Bench operators
Scan-in, scan-out, guided transfers and plating jobs trained on your labware and devices.
Administrators
Your admins learn to configure labware, formats, views and rules, which reduces dependency on outside help.
Documentation
Documentation that reflects your configuration, workflows and integrations, so knowledge survives team changes.
Support & assurance
Support for operations that cannot wait
When requests stall, assays wait. Xavo combines responsive, expert support with regular service reviews, so open issues are visible, prioritized and resolved on a clear timeline.
Everyday support
Helpdesk support
Direct access to Xavo specialists who know both the platform and sample operations, with severity-based response times.
Ticket tracking
Raise, prioritize and follow requests in one place, with full visibility of status and history.
Service reviews
Regular reviews covering every open ticket, its status and an ETA.
Support plans
Standard Support
Included with every subscription: business hours in your time zone, with US and European coverage and severity-based response times.
Premium 24/7 Support
Round-the-clock coverage with faster response targets, for enterprise programs and CRO operations that never stop.
Service Agreement
One agreement that defines scope, responsibilities and escalation paths across software, services and support.
Business Continuity
Daily backups, recovery procedures and environment management that keep your operations running through disruption.
Risk mitigation
Clear escalation paths for the operations your science depends on.
Transparency
Every open ticket visible, with status and ETA.
Operational assurance
Defined response targets and continuity provisions.
Long-term partnership
Support that grows with your sites, modules and partners.
Your path with Xavo
A partner for every stage of your sample operations
Whether you are replacing spreadsheets in one lab, connecting your first CRO partner or automating screening supply at scale, Xavo brings the platform and the people for the next step.
Sample operations first
A team that has run compound management and screening support, not just software projects.
Computed execution
Volumes, transfers and layouts calculated for every request instead of maintained in spreadsheets.
Network-ready
Home lab, CRO partners and shipments in one environment.
Configured at runtime
Formats, rules and integration touchpoints adjusted without a release.
Managed cloud
Multi-tenant or single-tenant, operated by the team that builds the platform.
Start small, expand
A first module live in weeks, with more modules and sites added as you need them.
Many labs juggle a spreadsheet for inventory, another for requests, email for CRO orders and a separate tool for every liquid handler. Xavo brings inventory, requesting, computed execution, logistics and support together in one partner relationship, with a single inventory and one accountable team on a platform that grows with your network.
Get started
Let's get your sample operations moving
Tell us where you are (replacing spreadsheets, connecting CRO partners, automating plate preparation or growing an existing Xavo setup) and we will connect you with the right expert.
- 1We review your requestA Xavo specialist looks at your requests, inventory and systems landscape.
- 2Discovery conversationA focused call to understand where your sample operations lose time.
- 3Tailored next stepsA recommended approach, from analysis to a first module and proposal.