Scheduling

Neuroimaging Facility Calendars (iLab)

CBS Neuroimaging iLab website

The Center for Brain Science Neuroimaging (CBSN) at Harvard University has transitioned to iLab Operations Software, a new online system to streamline the reservation and billing process. Starting today, you are invited to begin using the system to make reservations for the current quarter (July to September) in iLab. Please review the information below to help you get started with using iLab.

Existing MRI reservations have already been entered into iLab. Please check your reservations for accuracy. All reservations must now be made in iLab! For those of you who have reservations in the testing rooms, please recreate these in iLab.  Please email both Caroline and Tammy if you have any problems getting set up or making a reservation.

 As you get started, please use the following iLab references to view detailed instructions and FAQs:

·       Getting Started – info on registration, login, or how to reset password

·       Scheduling Resources – how to schedule time on calendar, create repeating reservations

Getting Started with iLab

Each user needs to register with iLab in order to make a reservation for the MRI and other CBSN testing rooms. Please reference the information below to complete the one-time registration process.

Current Harvard users:

We set up your account for you so you just need to log in!


  1. Navigate to CBSN login page HERE.
  2. Click the Sign In button in the upper-right hand corner and select ‘Sign in using Harvard (HarvardKey) credentials”.
  3. Once you have entered your credentials, click the ‘Login’ button.
  4. The first time you login to iLab, you will need to set your time zone and confirm email address.  When you have set these, as desired, click the ‘Set’ button.

New Harvard Users - To register for an iLab account:

To get started, you must register for an account:


  1. Navigate to CBSN login page HERE.
  2. Click Sign In the upper-right-hand corner and select ‘Sign in using Harvard (with HarvardKey) credentials’ option. You will be directed to the HarvardKey authentication page.
  3. Once you have entered your HarvardKey credentials, click the ‘Login’ button.
  4. Complete the iLab Registration page where you will need to select your PI/Lab, and verify your contact information
  5. Once your registration has been submitted, your PI will receive a notification that you have requested membership to their lab in iLab. They will need to approve your membership and assign any Expense Code for your use.
  6. The first time you login to iLab after being accepted into your PIs lab, you will need to set your time zone and confirm email address.  When you have set these, as desired, click the ‘Set’ button.

External users (including Harvard-affiliated hospitals*):

 If you already have an iLab account


  1. Navigate to CBSN login page HERE.
  2. Click the Sign In button in the upper-right hand corner and select ‘Sign in using iLab (no HarvardKey) credentials”.
  3. Once you have entered your credentials, click the ‘Login’ button. 

New External Users* (no HarvardKey) - To register for an iLab account:


  1. Navigate to CBSN login page HERE.
  2. Complete the registration form.
  3. Receive a Welcome Email from iLab (typically within one business day) with login credentials.

 For external users with a HarvardKey, please register for an iLab account with your institution’s credentials - not with your HarvardKey.

Scheduling Equipment Reservation in iLab

Once you have been accepted into your PI’s lab and assigned an Expense Code, you can schedule equipment time. Note that expense codes may not have yet been assigned to current Harvard users. This is okay. Just make your reservation without the expense code for now and we will add the code later.


  1. Navigate to the CBSN login page HERE.
  2. Click Sign In the upper-right-hand corner of and select the appropriate log-in  (“Sign in using Harvard (with HarvardKey) credentials”  or  “Sign in using iLab (no HarvardKey) credentials”).
  3. Select the Schedule Equipment tab and click on the View Schedule button next to the instrument of interest. Click and drag on the time frame you would like to schedule your reservation for.
  4. A window will pop up that will allow you to verify your reservations details and provide payment information (if you have 33-digit expense code or PO) before saving the reservation. If you do not have payment information at the time of reservation, it will be required prior to month’s end for billing.

Information for PIs and Financial Administrators

As a named PI on an active Harvard account, you may have researchers who use the core’s services. We wanted to let you know new researchers will need to join your group in iLab (current users have already been added to your group). You can either add them directly into your group, or they can make a request to join your group.  If they make a request, you will receive an email asking to approve the request. The request email will have specific instructions on how to approve the request.  In case you are interested in the process, we have provided the instructions below.

Instructions – Approve request to join group


  1. Navigate to the CBSN login page HERE.
  2. Click Sign In the upper-right-hand corner and select ‘Sign in using Harvard (with HarvardKey) credentials’ option. You will be directed to the HarvardKey authentication page.
  3. Once you have entered your HarvardKey credentials, click the ‘Login’ button.
  4.  Once logged in, look for the link in the left-hand menu labeled 'my labs'. Hover-over and select your lab.
  5. Set the auto-approval amount if you do not wish to approve service requests below a certain dollar amount. To do this, select the 'Members' panel and enter a dollar amount in the 'Auto Pre-Approval' amount and click 'save settings.’
  6. To approve lab membership requests, select the ‘Membership Requests & Expense Code’ tab. New membership requests will show at the top of this page. Click “Approve” to accept a member into your lab. Click “Reject” if they are not a member of your lab.

Instructions - Assign Expense Code


  1. The expense codes (i.e., 33-digit account code) associated with each research group has been loaded into iLab. Below are the steps to assign an Expense Code to a member of your group.
  2. Navigate to the CBSN login page HERE.
  3. Click Sign In the upper-right-hand corner and select ‘Sign in using Harvard (with HarvardKey) credentials’ option. You will be directed to the HarvardKey authentication page.
  4. Once you have entered your HarvardKey credentials, click the ‘Login’ button.
  5. Once logged in, look for the link in the left-hand menu labeled 'my labs'. Hover-over and select your lab.
  6. Find the member in the above (lab) list where it says, ‘Manage Expense Code’.
  7. Select the checkbox(es) to the right of their name for the Expense Code(s) you wish to assign them.

For More Information

If you have any questions or issues about scheduling CBSN equipment calendars and current appointments, please send an email to both Caroline (wcwest [at] fas [dot] harvard [dot] edu (iLab support site).

We hope the transition to iLab, especially the system’s easy-to-use calendaring functionality, will help streamline the scheduling process of CBSN equipment and services.

Requesting Recurring Time Blocks

Principal Investigators will have the opportunity to request recurring time blocks on the schedule. PIs will receive an email announcement calling for fixed block requests. This will occur approximately every 3 months for the following 3-month time period.

Guidelines for Requesting Recurring Blocks

Requests for recurring blocks must be made by the Principal Investigator.

When requesting scan blocks please indicate the following:

1) Number and length of blocks: [e.g., One 4-hour block and a separate 2-hour block]
2) Four preferred times in order of preference
3) Up to four excluded times (I will assume no one wants weekends unless you specifically request them)
4) Describe any special circumstances that are pertinent to your request (e.g., "I am scanning elderly subjects so I cannot scan after 5PM", "I would like my two 4-hour blocks to be on sequential days").  I will try to accommodate these special circumstances as much as possible.


These requests are for recurring weekly time slots that you fully own. That is, unless the scanner or equipment is broken, you are committing to pay for your slots. If your slot falls on a holiday you will have the option of claiming that slot or releasing it. This must be done within one week after the schedule is posted. You, of course, will not be charged for that holiday slot if you choose to release it. Any other changes, swaps, subject cancellations, etc are fully at the discretion of the investigator and his/her responsibility. The only situation that would result in not being billed is if the scanner malfunctions.

Reserving Free Resources

Follow the instructions above but substitute the appropriate calendar (Mock Scanner, Testing Room, etc). Reservations for these rooms do not need to be approved. Please be considerate of other users when making your reservations.