The Cryo Storage Map shows your clinic's cryostorage the way it's physically
organised: a tank holds canisters, and each canister holds a number of canes, with
each cane able to hold one or more of your stored samples. Instead of a flat list of
devices, you see and manage storage at the level you actually think in: which tank,
which canister, which cane.
Why clinics use it
Find anything at a glance: the map shows exactly which canes are full and which are free, instead of a device list you have to cross-reference.
Store new samples faster: a one-click suggested location speeds up placing a new sample where that patient's other samples already are.
Move samples with confidence: every move is recorded, and you can move several samples to one destination at once instead of repeating the same steps.
Setting it up
A clinic admin needs to create at least one active tank with at least one canister
before anyone can store samples in it. Devices themselves aren't set up in advance,
they're created and placed as part of freezing a sample.
Go to Tanks (under Cryostorage; while your clinic is still being moved onto the storage map, this sits under a configuration section visible only to Embryology Admins).
Click 'Create Tank'.
Fill in the name section: a tank name, the clinic it belongs to, any shared clinics whose staff should also be able to use it, a location (free text, e.g. "Room 2, Lab B"), and a Colour to help identify it visually.
Fill in the tank capacity section: add one or more canisters, each with a Canister name, Canister color, and Cane capacity (how many canes that canister can hold). Use Add Canister for each one. (This section doesn't appear for a tank managed by an external integration like TMRW or Cryohexagon, since those manage canister detail themselves.
Fill in Restrictions to use: tick which sample types this tank may store, separately for patient material (Sperm, Tissue, Eggs, Embryos) and donor material (Donor sperm, Donor tissue, Donor eggs, Donor embryos). Leave a box unticked to block that type from being stored here, you'll be warned if you try.
Under Advanced, set the tank type, service start date, status (Active or Inactive), and, if applicable, which external integration manages it.
Click Save. This creates the tank and its canisters together.
You can come back later to edit a tank, merge one tank into another with the
Merge Tank action (the emptied tank can then be deleted), or delete a tank
outright (blocked with "Tank is not empty! All samples must be removed before
deleting a tank." if it still holds samples).
Using it day to day
Viewing the map
Open the Storage Map from Cryostorage. With no tank selected, you'll see a search
box and a card for every active tank your clinics can see. If you're placing a
sample of a type a tank can't accept, that tank is shown separately under
"Restricted tanks". Click a tank card to open it: you'll see its capacity as a
progress bar ("X/Y canes used"), a count of devices and samples, and a grid of its
canisters, each listing its canes and whether they're occupied or "Empty". Use
"Search canisters and canes…" to jump straight to one. Click "← All tanks" to go
back.
Storing a new sample (the one-click location picker)
When you freeze or import a sample, the location picker suggests a location for you,
usually the same cane as that patient's most recent sample, shown as a single
button you can click once to accept it. If the patient has other recent locations,
hovering the suggestion shows up to three alternatives. If you'd rather choose
yourself, click **"Choose location"** to open a drawer with the live map, filtered
to tanks that accept this sample's type. Pick a cane, optionally set its Position
and two color markers ("Color 1"/"Color 2", or "No color"), and click **"Done"**.
Once a device has a saved location, it can only be changed through the Move flow
below, not by reopening the picker.
Moving a single sample or device
Click "Move" on a sample or device to open the "Move device" (or "Move sample")
drawer. It shows the current ("From") location, the same embedded map to choose a
destination, and a "Destination position and colors (optional)" section (Cane name,
Position, Color 1/Color 2). Click "Move" to confirm.
Moving several samples at once
On the Samples list, with the storage map turned on, each row gets a checkbox.
Select the samples you want to move (samples that are drafts, already mid-move, or
fully thawed can't be selected), then click "Move" in the bar that appears at
the top. This opens a "Move samples" drawer listing the samples you picked, the same embedded map to choose one destination, and a confirm "Move" button. Every
selected sample moves to that destination cane, each keeping its own existing
position and color markers.
Searching and filtering
The Devices, Samples and Tanks index pages all have a filter toolbar. Samples can be filtered by patient, Type, Status, Freeze month, "Requires review", Donor, location
(clinic, tank, canister), Expiry, Contract, and date ranges for Freeze date, Stored
at and Expiry date. Devices add filters for Use status, Freeze purpose, PGT result,
and (where audits are enabled) last audit status and date. Tanks can be filtered by
Clinic and searched by name.
Any questions, please reach out to wawa support.