Step 1: Go to Label format and Print settings Setting Name Importance Label formats All the tokens for visit, specimens levels that needs to be created as kits should not contain any participant related tokens E.g. %PPI%, %PPI_UID(2)%, %PUID(1)%, etc. Kit Labels Kits will only be generated if this is Enabled Specimen Print Settings Set to “Pre-print” if you want to include in the kit. E.g. if the kit is going to contain only primary and aliquots, do not set Deravitives to “pre-print”. Note: Create Pending Specimen setting should be set to ‘None’, allowing kits to generate specimen labels at the time of kit creation Step 2: Update Supply settings Setting Name Importance Are supply barcodes used in visit names? Set to “Yes” Barcode Validation Mode This option is used to validate barcodes when a visit or specimen is created. Strict: An error is generated when the visit/specimen barcodes do not match the available supply item. Relaxed: No error is generated when the visit/specimen barcodes do not match the available supply item. Ideally this value should be set to “Strict” since CPs which use supplies module should not be using barcodes not created by OpenSpecimen. Shipments → Receive Sites This is used only if you are using the “Kit Shipment” feature. This indicates the site name which is going to recieve the kits. Refer to the wiki page for more information on 'Kits Shipment'

There are 2 types of labels that are part of the kits Kit barcode (visit name): Visit print rules Specimen labels: Specimen print rules For both of these, there should be print rules configured as per wiki pages.

Create a new vendor Navigate to Home → Supplies → Vendor Navigate back to Types → Create Create supply type While creating first kit, supply type will be created automatically. You can update the field values in generated supply type. Field value Importance Name Name of the supply item Description Description of the supply item Has Barcoded Items? Mark as Yes as kits will contain specimen barcodes (labels) Vendor Select the created vendor from the list Collection Protocol Name of CP which will utilize the kits Expiry Reminder Send an email notification when the supplies are about to expire in __ days. Expiry Buffer Supplies will be marked as expired after __ days of expiry, so that kits can be used for __ no of days after actual expiry date Low Quantity Mark Send an email notification when the supplies availability is less than or equals 5 units. Notification Recipients List of recipients to whom these email notifications would be sent

From participant list view page click more → Create Kits It will ask you to provide attributes for creating kits Attribute Name Importance Events Select events for which you want to create kits. If not event is selected, kits will be generated for all events. Supply Site Site where the kits will be sent Collection site Site which printed/ will receive kits Number of kits Total number of kits you want to print Copies to print Number of copies that needs to be printed for 1 kit Expiry date Date until when the kit will remain valid On creating the kits, success notification will be flashed You can view the created kits from the link in the notification or navigate to Supply → Select Supply name → List of all available supply items will be available. From individual supply item you can check list of all kit barcodes which you can use as visit name while entering data. You can export to see all the generated visit names and specimen labels.

Central repository/ lab will create kits in bulk and can see current availability in list view Sending kits to collection sites Central repositories often print kits in bulk. They send a few sets of kits to collection sites as per requirement. They need to track how many kits were sent to which collection site and how many kits are in unused status. Go in supplies → Select the kits that need to be sent to collection site → New Supply Update the supply site to where you need to send kits (add item barcodes if you have missed selecting earlier) Click Create It will automatically generate a new supply item. New moved kits will automatically update the utilization of kits. From v11.x, user’s access for the supply site is not verified. This is typically helpful for repository users who can create supply items for any collection site. Tracking current utilization of all kits From the list view of supply click → Export. It will generate a utilization report with current status

Associate collected kits to participants via UI From Participant overview page, create a new visit (use the kit barcode as visit name) Collect Specimens (all the specimens barcodes that are created while generating the kits will be auto-populated This way, all the pre-printed visit/specimens are associated with the participant Utilizing kits across events is possible with below conditions The SRs across the events should be identical SR codes should be mentioned and should be same across events Mark damaged/ misplaced/ expired kits From the supply item list, select the highlighted option to mark kits as damaged/misplaced/expired This will open a window to mark reason and description Once used, it will show up on the supply item list Send and receive kits as shipments Many times sending the kits and associated data are asynchronous for repositories e.g., they received datasheet today via email but samples are coming in a week’s time by courier. In such cases, central repositories would need to know who is sending how many kits. Also, they need to verify that all the barcodes the collection site is sending are received correctly. OpenSpecimen provides an option to track the kits as shipments. This is a stepwise process Step 0: For infrequent users: One time authentication with email and OTP Navigate to the URL: <domain>/ui-app/#/supplies-app/login Enter the received OTP on email address and login and user will see kit shipment screen Frequent users from collection site can proceed with step 1. Step 1: Collection site creates a shipment (from supplies page) User will enter all the details and Ship the kits Receiving site is auto-populated based on the site defined in the Collection Protocol. In the barcodes, users will need to enter the kit barcodes and not the specimen barcodes This will create a shipment and will be visible to both, sending and receiving site users Download a manifest of the barcodes for the particular shipment Example of manifest Step 2: Repository/ Receiving site receives and validates the shipment in OpenSpecimen Repository will select the shipment, download/ manually verify the kit barcodes that they are receiving On verification they can receive the shipment. In case, if the received shipment has missing/ additional barcodes, receiver can update the barcode list while receiving On receive, status of shipment will be marked as Received Mark kits as damaged/ expired/ misplaced in shipments (for collection sites) User can use the ‘Use items’ button to mark the kits as damaged/ expired/ misplaced Enter barcodes and reason to use items → Submit