While each scientist recorded experiments in their individual Benchling entries, as a team Crossbow needed to manage allocation and timelines, coordinate requests across teams, and then index and organize the data in aggregate.

Before starting to use Kaleidoscope, Crossbow had data in Benchling and Sharepoint. Scientists would capture experiments in their individual lab notes, but making sense of this data in aggregate was a big challenge. To both organize their growing body of data and become more systematic with team allocation, they needed a better workflow. As VP of Corporate Development and Operations, Geraldine looked for a long term solution. “It’s one thing when you have five scientists, but we wanted to set ourselves up for success as we scale. We wanted to do this the right way.”

A working group at Crossbow tested out using Kaleidoscope and soon decided to roll it out to the whole team. “Before Kaleidoscope, it was very difficult to find data independently. I’d have to email scientists and ask what Benchling entry was the source for a graph I’m looking at. I’d probably search for half an hour and then email the scientist, and that could take hours or days.”

Kaleidoscope gave Crossbow the tools to build an organized experiments catalog. Features like experiment types, labels, and filters make it easy for leads to find the right data. The Kaleidoscope team worked with Crossbow to align internally on a label ontology capturing purpose, methodology, program, and functional team. With that foundation, they were able to set up their Kaleidoscope workspace to automatically apply the right labels and ensure a consistent structure for the data.

Crossbow uses Kaleidoscope’s integration with Benchling for a workflow that seamlessly moves between the two tools. Kaleidoscope mirrors your Benchling experiments and lets you Gantt and program manage them, as well as automatically label them for searchability. Alternatively, the team can use Kaleidoscope for detailed experiment requests, then move to Benchling to start the entry, and two are constantly in sync. Having this integrated project management layer in close alignment with their data is important for facilitating streamlined cross team communication at Crossbow.

Investing in a long term partnership

Implementing a sustainable data management was mission critical for Crossbow. They considered building their own LIMS system. “We would have had to build for 6-12 months with a LIMS consultant or engineer, whereas with Kaleidoscope, it feels like you’ve helped us build our own tool.”

Kaleidoscope places heavy emphasis on customer requests and translating them into simple, easy to use software.

Looking ahead, Crossbow will be moving into the Development part of R&D, as they gear up for their first clinical trial and prepare for IND. “We plan to use Kaleidoscope for tracking those tasks as well so it’s nice to use one tool for both sides of the house. On the research side, I’m excited to use dashboards for updating our CSO and Board to show them program progress at a higher level.”