---
title: "Create, configure and distribute VM labs"
slug: "create-configure-and-distribute-vm-labs"
updated: 2026-01-30T13:08:21Z
published: 2026-01-30T13:08:21Z
canonical: "help.cloudlabs.ai/create-configure-and-distribute-vm-labs"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cloudlabs.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Create, Configure and Distribute VM Labs

## Overview

This guide walks through the steps required to create, configure, and distribute VM Labs using CloudLabs VM Labs service. It also includes customizing the base VM image for lab users.

## Prerequisites

- A CloudLabs portal account. If you do not have one, sign up at [portal.cloudlabs.ai](http://portal.cloudlabs.ai).
- The administrator role is required to create labs. If you do not see the **Manage VM Labs** section in the CloudLabs portal, it likely means you do not have administrator privileges.

Please contact CloudLabs support for assistance with this issue.

![](https://cdn.document360.io/eb22e69b-92a3-4c63-861d-5b53dc9d04c5/Images/Documentation/image-L438TWOJ.png)

## Steps

1. Create a Lab
2. Customize Base VM Image (Optional)
3. Invite Users
4. Organize First Class/Session
5. Organize Subsequent Classes/Sessions

## Create a Lab

A lab in CloudLabs VM Labs represents a defined environment with specific configurations and settings used to create, manage, and distribute VM labs. Each learner is provided with a VM lab instance that mirrors the predefined lab configurations.

The lab creation process involves inputs spread across 3 sections. Following is a breakdown of the lab creation process.

1. Navigate to the **Manage VM** section and click on **Create**.

![](https://cdn.document360.io/eb22e69b-92a3-4c63-861d-5b53dc9d04c5/Images/Documentation/image-Y88PI9PX.png)
2. On the **Basic** tab, fill in the following details:

| Fields | Value to Input |
| --- | --- |
| Name (Title of the lab for your users) | Programming-101 |
| Location (Region to deploy VM) | us-east-1 or default |
| VM Image (OS image for VM) | Windows 11 |
| VM Size (Configuration of VM) | Small |
3. Proceed to the **Credentials and Connection Type** page. Expect the following fields left as **Default**.

| Fields | Value to Input |
| --- | --- |
| Username (username to access VM) | labuser-01 |
| Enable CloudLab Direct Web Connect | Enable |
4. Click on **Next** and go to the **Lab Policies** page. All the Lab Policies settings can be updated later as well in the **Settings** Section

| Fields | Value to Input |
| --- | --- |
| Enable Non-Persistent VM | Disabled |
| Restrict VM Quota Per User | Disabled |
| Lab Instance Duration per User | 15 days |
| Lab Expiry Date | 15 days from today |

Keep idle shutdown settings to default.
5. Click on **Create**. The lab will be prepared within a minute, and you will be navigated back to the **Manage VM Labs** section to see the newly created lab.

## Customize the Base Image (Optional Step)

The base VM image acts as the template for all lab VMs. Customizing this base image is optional and allows you to tailor the virtual environment to meet the specific requirements of your course or training.

Follow the following steps to customize the base VM image:

1. Navigate to the **Template** tab in your lab.
2. Deploy the **Template VM** and connect using **Direct Connec**t. You will redirected to **direct-connect VM** lab experience.
3. Install necessary software for classroom training (e.g., Visual Studio Code).
4. Close the **VM Direct-Connect**.
5. In the pop-up Enter the **Name**, select the **Image Gallery** and choose the required **State** of image and Click on **Export** .
6. Update the **Virtual Machine Image** with the exported image and **Submit**.
7. All lab instances will mirror the **Template VM's configuration**.

## Inviting Users

CloudLabs supports 2 ways to invite users to the lab.

1. Using an email address.
2. Using an activation code.

For this tutorial, we will go through the 2nd option, i.e., the activation code. For more information on the above options, read the article on [Adding Users to the Lab](https://help.cloudlabs.ai/docs/add-manage-lab-users#adding-users-to-the-lab).

1. Go to the **User** Tab.
2. Click on **Get Activation Code.**
3. Copy the **activation code** and share it with the user you want to invite to your class.

## Conducting First Class Session

By default, none of the users have access to their VM Lab, even though they received the activation code. With the activation code, they can register for the VM Lab and see their VM Lab, but they can’t access it yet.

As a cost optimization measure, CloudLabs does not launch/create labs by default. Labs can be launched by invited users on demand, which can take around 5 minutes, or some instances can be pre-created using CloudLabs Hot Instances.

1. Click on **Hot Instances** and enter 5 to **create** 5 Hot Instances.
2. Click on **Enable Lab Access** to start the classes. All the invited users can connect to their VM now.
3. At the end of class, **disable Lab Access** to ensure users can not access their labs anymore and stop all the virtual machines belonging to this lab.

## Conducting Subsequent Classes

The process mirrors the first session, minus the need for "Hot Instances.” Simply enable lab access to begin and disable it to conclude the session.