Frequently Asked Questions (FAQ)
This section answers common questions for Colabmacs users — people booking resources, completing training, and working within projects.
If something isn’t working as expected, your facility staff or project owner is always the best first point of contact.
Getting Started
What is Colabmacs?
Colabmacs is a platform used by facilities to manage shared resources, training, bookings, and usage tracking.
As a user, Colabmacs helps you:
- Find available resources
- Complete required training
- Book equipment or spaces
- Start and track usage sessions
- Review usage records and charges
- Communicate with facility staff
Do I need to install anything?
No. Colabmacs runs entirely in your web browser.
You only need:
- A modern browser (Chrome, Firefox, Safari, or Edge)
- An internet connection
Best experience:
Desktop or laptop devices are recommended. Some workflows are not optimized for small screens.
How do I get access?
Access is provided by your facility or organization.
This usually happens when:
- You are added to a team or project
- Your account is migrated from a legacy system
- You register using a facility-approved email address
If you’re unsure how to get access, contact your facility administrator.
Account & Login
I can’t log in — what should I check first?
Try the following:
- Confirm you’re using the correct email address
- Check for spelling errors
- Reset your password if needed
- Refresh the page or try another browser
If you previously used a legacy system, your email may need to be updated or verified to link your existing records.
I used a different email in the past — what happens to my history?
If your facility migrated from a legacy system, your:
- Training records
- Usage history
- Access permissions
may be tied to your original email address.
In this case:
- Do not create a new account
- Follow the Update Email process instead
This ensures your existing records remain intact.
Can I change my email address?
Yes — but some facilities require a verification step to preserve your history.
If you’re unsure, check the Update Email guide or contact your facility administrator.
Projects
What is a project?
A project is how Colabmacs groups your work.
All of the following belong to a project:
- Bookings
- Usage sessions
- Usage records
- Charges (if applicable)
Before booking or starting a session, always confirm you are working in the correct project.
How do I switch projects?
Use the Project Switcher in the main navigation:
- Click the project name at the top of the menu
- Select another available project
- The selected project becomes active immediately
New bookings and sessions will use this project by default.
What happens if a project is suspended or expired?
When a project is suspended or expired:
- Existing records remain visible
- Usage and charge history is preserved
- New bookings or sessions may be blocked
If you still need access, contact the project owner or facility staff.
Resources & Bookings
Why can’t I book a resource?
Common reasons include:
- Required training is missing or expired
- The resource is unavailable or under maintenance
- The booking violates facility rules
- The project is inactive or expired
Colabmacs will usually indicate what’s missing and how to proceed.
What’s the difference between a booking and a session?
- Booking – A reservation for future time
- Usage Session – Created when you start using the resource
- Usage Record – The recorded result of a session
- Charge – Generated from a usage record if rates apply
A usage session typically starts once your booking becomes active.
Why does my booking show “Late” or “Missed”?
Facilities often define a grace period.
- Late – The session was not started within the grace period
- Missed – The booking ended without a session being started
These states help facilities manage availability and fairness.
Training & Access
Why do I need training?
Training ensures:
- Safe operation of equipment
- Compliance with facility policies
- Appropriate access to restricted resources
Training requirements vary by resource, location, or process.
How do I get trained?
You can:
- Join a scheduled training session
- Request individual training
- Request training directly from a resource page
If a session is full, a waitlist may be available.
What happens when training expires?
Expired or revoked training:
- Prevents booking or starting sessions
- Can usually be renewed by requesting retraining
Once training is revalidated, access is restored automatically.
Requests & Communication
What are requests used for?
Requests are how you communicate with the facility, including:
- Training requests
- Configuration requests
- Issue reports
- Special access requests
Requests create a shared conversation between you and facility staff.
Can I update a request after submitting it?
Yes. Users can typically:
- Edit certain request details
- Add additional information
- Attach files
- Communicate using threaded comments
All communication stays tied to the request for clarity.
Usage Records & Charges
What are usage records?
Usage records show:
- What you used
- When you used it
- For how long
- Which project it belonged to
They provide transparency and traceability for your work.
Will I always be charged for usage?
Not necessarily.
Charges depend on:
- Facility policies
- Resource rates
- Project configuration
Some usage is tracked for reporting even if no charge is generated.
Can I export my usage history?
Yes. Usage records can usually be filtered and exported (for example, as CSV files) for:
- Reporting
- Reimbursement
- Personal records
Getting Help
Something doesn’t look right — what should I do?
If you notice:
- Incorrect usage
- Missing training
- Unexpected restrictions
Use Requests or contact your facility administrator.
They have visibility into training, rules, and configuration.
Who should I contact for help?
Colabmacs is configured per facility.
For most questions, contact:
- Facility staff
- Project owners
- Lab or shop administrators
They can resolve issues much faster than general support.
Final Tip
Colabmacs is designed to guide you, not block you.
If you can’t do something, there is usually:
- A missing training
- A project issue
- A rule you need to be aware of
The system will point you in the right direction — and your facility team is always there to help.