Booking

Before making your first booking, you must be registered in the EIS system and assigned to a project. The steps below apply to all users.

DTU Internal Users

1. Log in to EIS using your DTU credentials
2. Select DTU Healthtech to view FLIC instruments
3. Email Sébastien at sebse@dtu.dk with the following information:
• Your full name and DTU affiliation
• Project name and project number
• Task number
4. Sébastien will create your project in EIS and assign you to it — you will then be able to save and submit bookings
5. Contact Sébastien to arrange instrument training before your first booking

A dedicated facility email address is coming soon and will be updated on this page when available.

External Users

1. Create an account in EIS at https://eis.dtu.dk/
2. Your account must be approved by Sébastien before it becomes active
3. Email Sébastien at sebse@dtu.dk with the following information:
• Full name
• Institution or company name
• Billing address
• Main contact person for invoicing
• Project name
• Purchase order (PO) number or reference number
4. Sébastien will create your project in EIS and assign you to it
5. Contact Sébastien to arrange instrument training before your first booking

First Booking on Any Instrument

• All first bookings require Sébastien's approval
• This ensures that training has been completed before independent instrument access is granted
• Please allow 1–2 working days for approval of a first booking

Subsequent Bookings

• Once your first booking on an instrument has been approved, subsequent bookings on that instrument are automatically approved
• Last-minute bookings are permitted for previously approved users, provided the slot is available

Training Certification

• Training certification is valid for 1 year
• Annual renewal is required — users will be notified when recertification is due

1. Log in to EIS at https://eis.dtu.dk/
2. Navigate to the FLIC instruments under DTU Healthtech
3. Select your instrument and choose an available time slot
4. Assign the booking to your project
5. Submit the booking — it will either be automatically approved (returning users) or sent for Sébastien's review (first-time users)

The EIS system supports a collaboration feature that allows users from the same project to share a booking:

• A user may add colleagues from the same project as collaborators on their booking
• Collaborators are granted instrument access for the duration of the shared booking
• This is particularly useful for large experiments requiring multiple users working simultaneously

Multi-sorter bookings — users running large sorting experiments (typically 60 or more samples) may request the use of two cell sorters simultaneously in the same session. Such bookings are subject to review by Sébastien to ensure they do not disrupt other users.

When instrument availability is limited, bookings are prioritised in the following order:

1. DTU Healthtech users
2. Other DTU users
3. External users

• Minimum booking unit: 1 hour
• Minimum notice period: none for previously approved users — last-minute bookings are permitted if the slot is available
• Maximum advance booking: no limit — users may book as far ahead as needed
• Full-day bookings: permitted
• Multi-day consecutive bookings: not permitted by default — requires prior approval from Sébastien, assessed case by case, for all user types
• Overtime use: if no subsequent booking follows your session, additional instrument time beyond your booked slot may be used and will be charged by the minute

Users are welcome to use the facility independently outside staffed hours, provided they have completed the required training and have been approved for the relevant instrument.

Sébastien's availability is visible directly in the EIS booking system, where he appears as a bookable resource. Leave periods — including annual leave — are marked in the system so that users can see when staff support is unavailable.

During leave periods:

• The facility remains fully accessible to independent users
• No staff support, training, or consultancy is available
• After-hours emergency contact is not available

After-hours emergency support is available by prior arrangement only, exclusively for users running extended cell sorting sessions with precious or time-sensitive samples.

If you are planning a large or complex sort and may require after-hours support, please discuss this with Sébastien in advance of your session. Emergency contact details and conditions will be agreed at that time.

Emergency contact cut-off: 21:30 — no contact after this time under any circumstances.

Before booking independently, all users must:

1. Be registered in EIS and assigned to a project
2. Have completed instrument training with Sébastien
3. Have received approval for their first booking on the relevant instrument

DTU users are strongly encouraged to shadow their PI or an experienced colleague for additional hands-on practice before booking independently.

A knowledge assessment integrated into the EIS booking system is currently under development and will be introduced in due course to streamline the approval process.