How AviadoBio tracks lab utilisation and improves equipment visibility

Relocating labs and merging systems: no small task

When AviadoBio moved into a new consolidated bespoke R&D facility in Canary Wharf, the team faced the challenge of bringing together two separate lab sites that had operated with very different, manual booking processes. One group relied on Outlook calendars, while the other used signup sheets and Slack. Neither provided reliable visibility, nor usable data on how equipment was actually being used, resulting in:

• No central booking system across sites
• Booking conflicts on critical equipment
• Patchy or unreliable utilisation data, making CapEx planning difficult
• Lack of visibility across teams about what equipment was available
• Administrative burden on scientists managing bookings manually

Vipul Bhakta, Director of Facilities Operations, joined the company at a critical moment: his remit was to optimise lab operations, support teams with capital expenditure (CapEx), and reduce the administrative burden on scientists. Implementing Calira became a core part of this, in part because they needed a better data-driven process for future CapEx decisions.

“Merging two labs together and then looking at the CapEx to see what else we needed in the new site was quite difficult without access to data.”

Making the switch to Calira

The move into a purpose-built site was the right moment to standardise equipment scheduling. AviadoBio rolled out Calira across the new facility to:

• Consolidate bookings into a single system
• Improve visibility of all lab equipment
• Begin collecting utilisation data to guide CapEx decisions
• Introduce structured processes for maintenance and servicing

Calira also integrated with the company’s existing Benchling system, allowing researchers to link instruments directly to experimental protocols and data.

Key uses today:

• All bookings managed in one system, replacing Outlook, paper, and Slack
• Equipment blocked out for servicing, with notifications sent to users
• Access and permissions managed centrally, including SME training sign-offs
• Usage data fed into a BI dashboard for leadership reporting
• LabOps team uses announcements to communicate breakdowns and maintenance

What changed on the ground

1. Smooth scheduling and fewer conflicts

Before Calira, booking conflicts were common, especially for single pieces of equipment. Today, equipment visibility has largely eliminated any double bookings and confusion.

2. Data-driven equipment decisions

Utilisation data now feeds into CapEx planning. While AviadoBio is still early in its journey, Vipul has already used Calira reports to highlight bottlenecks and identify underused instruments. This data informs annual CapEx reviews and contract decisions with suppliers.

3. Preventing downtime through targeted training

Calira helped surface patterns that pointed to training issues behind breakdowns. For example, improper use of a sensitive system was identified and corrected with additional training, preventing repeated downtime.

4. Increased visibility across the lab

Scientists now see what’s available in real time, reducing wasted time searching or waiting for equipment. LabOps also uses the platform as a record management system for service logs, embedding this into SOPs.

“Bringing in Calira meant everyone can follow the same process, have access to equipment that they potentially had to travel to use before, or didn’t even know existed in the business. So it’s more about visibility as well for those two sites and teams moving together.”

Why it matters: equipment visibility

For AviadoBio, Calira has become more than just an equipment booking tool. It’s a foundation for visibility, efficiency, and smarter investment decisions.

“The most valuable aspect is the visibility among the users—knowing what’s available to book. From a LabOps perspective, it’s become our record management system for servicing, embedded into our SOPs.” — Vipul Bhakta

With utilisation insights, maintenance tracking, and integration with Benchling, AviadoBio is building a more data-driven approach to lab management—helping the team focus on science, not admin.

Could Calira help your lab?

If your team is juggling Outlook calendars, paper sheets, or fragmented systems, Calira can help bring everything into one place. Let’s talk about how we can support smoother scheduling, clearer visibility, and smarter equipment decisions. Book a demo today.