Administration Panel

The Administration panel is the central hub for configuring and managing your InnoQualis EQMS instance. From here, administrators can manage users, roles, permissions, groups, form templates, workflow configurations, and system-wide settings.

Zero Setup Required

When you signed up and selected your industry, InnoQualis auto-configured your workspace with industry-appropriate roles, permissions, form templates, workflow templates, compliance standards, and document structures. Most companies never need to touch the Admin panel to get started — everything works out of the box. The sections below are for when you want to customize beyond the defaults.

Access the Admin panel

1. Log in with an account that has the Admin role.
2. On the left sidebar, select Admin.
3. Use the grouped sidebar on the left to navigate between management areas.

Note

The Admin panel is protected by role-based access control. Only users with the Admin role can access it. Non-admin users will see a fallback message if they attempt to navigate to /admin.

Navigate between admin sections

The Admin panel uses a grouped sidebar navigation. Sections are organized into logical groups, and selecting any item in the sidebar loads its management area. The active section is reflected in the URL as a query parameter (for example, /admin?tab=roles), so you can bookmark or share direct links to specific admin sections.

Sidebar groups and sections

Group	Section	URL Parameter	Description
Billing	Plan & Billing	billing	Subscription plan, usage, and invoices (see Billing & Subscription)
User Management	Users & Groups	users (default)	User accounts and group membership (group types: Job Function, Department, Site, Custom)
User Management	Roles & Permissions	roles	Role definitions and the permission catalog (Permissions sub-tab)
Templates & Forms	Form Builder	form-builder	Dynamic form templates for Deviations, CAPAs, and Audits (with type selector)
Templates & Forms	Document Templates	document-templates	Reusable document templates
Templates & Forms	Document Types	document-types	Configure the document types selectable when uploading a controlled document (see Configure document types)
Templates & Forms	Workflow Templates	workflow-templates	Approval workflow configuration (states, transitions, approval rules)
Compliance	Onboarding Packs	onboarding-packs	New-employee document bundles
Compliance	Training Requalification	training-requalification	Requalification intervals and periodic re-training
Compliance	Training Matrix Rules	training-matrix-rules	Auto-assign training when a document reaches a workflow stage; view template-by-group completion (see Training Statistics)
Compliance	Standards & Regulations	standards-regulations	Regulatory intelligence and standards mapping
Compliance	Standards Licences	standards-licences	Verification status for uploaded licensed standards
Compliance	Audit Trail	audit	System-wide audit trail
Compliance	External Auditor Access	external-auditors	Invite external auditors and revoke their access links (see Manage external auditor access)
Compliance	Validation Package	validation-package	Compliance validation documentation generation
Compliance	Feedback	feedback	Triage user-submitted feedback and link it to Jira (see Feedback)
System	Workspace Settings	workspace-settings	Workspace name, and the industry profile the workspace was provisioned with (see Workspace settings)
System	Supplier Settings	supplier-settings	Supplier classification rules and requirement templates
System	SharePoint Integration	sharepoint-integration	SharePoint document integration
System	Status Page	system	View the system status page and edit system configuration values (see Update a system configuration value)
Data	System Export	system-export	Data export package generation
Data	Data Import	data-import	Data import from external files
Monitoring	AI Usage	ai-usage	AI usage and cost monitoring

Sections your plan does not include

The Admin hub is available to any tenant Admin on any plan. Individual tabs gate by subscription tier — but a tab your plan does not include is still listed, so you can see the whole catalogue and what each section does.

A section outside your plan appears in the sidebar with:

• the section name, dimmed;
• a badge naming the plan that unlocks it — Growth, for a section your plan reaches by upgrading. Document Templates, Validation Package and AI Usage are the exception: their badge reads Talk to us instead of a tier name (see the note below).

Selecting it opens the section’s upgrade page, which explains what the feature does and how to get it. It does not silently do nothing, and it stays reachable by keyboard.

Tier	Sections
Every plan	Billing, Users & Groups, Roles & Permissions, Audit Trail, External Auditor Access, Feedback, Workspace Settings, Status Page, Document Types, Standards Licences
Growth and above	Form Builder, Workflow Templates, Onboarding Packs, Training Requalification, Training Matrix Rules, Standards & Regulations, Supplier Settings, SharePoint Integration, System Export, Data Import
Enterprise only — sales-led, see note	Document Templates, Validation Package, AI Usage

Note

Document Templates, Validation Package and AI Usage require the Enterprise tier, which is not sold through self-serve checkout — it is arranged directly with our sales team, and (as of the 2026-09-07 launch decision) is not sold at launch at all. So their sidebar badge and their upgrade page both read Talk to us instead of naming a tier, and selecting Talk to us opens an email to our sales team rather than the in-app billing page — there is no upgrade grid that would sell you these three sections today.

Note

There is no longer an Appearance section in the Admin panel. Light, dark and system mode — and register density — are personal settings that each person chooses for themselves under Settings → Appearance (/settings/appearance). An old /admin?tab=global-settings link takes you there.

Workspace settings

Admin → System → Workspace Settings shows the workspace’s name, its industry profile, and the compliance profile (ISO standards, GMP requirement, other compliances, default workflow and provisioned document templates) that was derived from that profile when the workspace was set up.

• The workspace name can be edited and saved.
• The industry profile is fixed after provisioning. The document types, workflow template, default groups and standards were generated from it, and they cannot be regenerated in place without duplicating or overwriting what you have configured since. The control is shown, disabled, with this explanation. To work under a different profile, create a new workspace with that profile, or contact support to have the workspace re-provisioned.

Only one workspace is manageable here

This page only ever shows the first workspace on your tenant. If your tenant has more than one (for example, one provisioned through an integration or a prior migration), this page shows a warning naming how many additional workspaces exist, but does not let you view, rename or switch to them. Contact support if you need access to a workspace beyond the first — a full workspace switcher is planned but not yet built.

Note

Until your subscription details finish loading, no section shows a plan badge. Badges appear once the plan is known, rather than being guessed and then corrected.

Tip

Previously, sections outside your plan were hidden entirely. They are now shown with their tier so you can tell the difference between “this workspace cannot do that” and “your plan does not include that yet.”

Create a user

1. On the left sidebar, select Admin.
2. In the admin sidebar under User Management, select Users (selected by default).
3. Select Create User.
4. Enter the user’s Email and Full Name. There is no password to set — the new user signs in with a one-time code sent to that email address.
5. From the dropdown, select a Role.
6. Select Save.

Example — Adding a new QA analyst: You hire a new QA analyst joining your pharma team. Create a user with their email, assign the pre-configured QA_Team role (which already grants permissions for document review, deviation management, and audit trail access), and they are ready to work immediately — no permission setup required.

Inviting someone who already works with another organization

Each email address can only be linked to one account platform-wide, not one per workspace. If the address you enter already has an account — including one that belongs to a completely different customer organization on InnoQualis — the invite still shows as sent, but the person will not receive access to your workspace through it. If someone you’ve invited (a consultant, a contract auditor, a shared quality manager) says they never received anything, and they’re the kind of person who might already use InnoQualis elsewhere, ask them to confirm with a different email address instead — plus-addressing works (name+yourcompany@example.com still reaches their normal inbox but is a distinct account for InnoQualis). See Setting up a second workspace for a different organization for the same guidance from the invitee’s side.

Edit a user

1. On the left sidebar, select Admin.
2. In the admin sidebar under User Management, select Users.
3. Select the user row or the Edit button.
4. Modify the user’s details or role assignment.
5. Select Save.

Create a role

InnoQualis ships with six protected roles (Admin, QA_Team, User, Auditor, External Auditor, Intern) that cover the vast majority of organizational needs. Most companies never need to create custom roles. If your organization has a specialized function, you can create additional roles:

1. On the left sidebar, select Admin.
2. In the admin sidebar under User Management, select Roles.
3. Select Create Role.
4. Enter a role name and select the permissions to include.
5. Select Create Role to save.

Example — Creating a “Lab Technician” role: Your lab technicians need to create deviations and view documents but should not approve them. Create a role named “Lab Technician”, enable deviations.create, documents.view, and training.view, and leave approval permissions unchecked. Assign this role to your lab staff.

Caution

Modifying role permissions takes effect immediately for all users assigned to that role. Review changes carefully before saving.

Note

Protected roles (Admin, QA_Team, User, Auditor, External Auditor, Intern) cannot be edited or deleted. These are system-defined roles required for core functionality.

View permissions

Permissions are now accessible as a sub-tab within the Roles section.

1. On the left sidebar, select Admin.
2. In the admin sidebar under User Management, select Roles.
3. Select the Permissions sub-tab.
4. Enter a search term in the search box to filter by permission name, description, module, or action.

Tip

Use the permissions search when configuring roles to understand exactly what each permission grants. Permissions follow the format module.action (for example, documents.create, audit.view_trails).

Create a group

Groups now support a type that defines their purpose:

Group Type	Purpose
Job Function	Groups users by their role (e.g., QC Analyst, Production Operator). Used for Training Matrix row grouping.
Department	Groups users by department (e.g., Quality Assurance, Manufacturing).
Site	Groups users by physical location (e.g., Building A, EU Facility).
Custom	General-purpose groups for any other use case.

1. On the left sidebar, select Admin.
2. In the admin sidebar under User Management, select Groups.
3. Select + Create Group.
4. Enter a group name, description, and select a Group Type from the dropdown.
5. After creation, select the group to manage its members.
6. Use the search bar to find specific groups by name.
7. Add or remove users from the group membership list. To add several users at once, check the box next to each user (or Select all visible to check everyone matching your current search), then select Add selected.

Example — Organizing by department: Create groups such as “Manufacturing Floor”, “Quality Assurance”, and “Regulatory Affairs” with the Department type. When you set up workflow approval rules, you can require approval from the “Quality Assurance” group rather than naming individual users — so when team members change, your workflows keep working.

Note

Job Roles have been merged into Groups. To define job functions (previously managed under the Roles sub-tab), create a group with the Job Function type instead.

Configure form templates

1. On the left sidebar, select Admin.
2. In the admin sidebar under Templates & Forms, select Form Builder.
3. Use the type selector at the top to switch between Deviation, CAPA, and Audit form templates.
4. Create or edit form templates with custom fields and sections.

Configure document types

Admin → Templates & Forms → Document Types (document-types) is where document types are created, edited, and deactivated — the same types offered in the Select document type dropdown when a user uploads or creates a document.

1. On the left sidebar, select Admin.
2. In the admin sidebar under Templates & Forms, select Document Types.
3. To add a type, enter a Name (required), an optional Description, and an optional comma-separated list of Allowed file types (for example pdf, docx), then select Add document type.
4. To edit an existing type, select Edit on its row, make changes, and select Save.
5. To remove a type from the upload picker without affecting documents that already use it, select Deactivate on its row. A deactivated type can be brought back with Reactivate.

Note

A newly created type appears in the document upload form’s picker immediately — no reload required.

Configure workflow templates

1. On the left sidebar, select Admin.
2. In the admin sidebar under Templates & Forms, select Workflow Templates.
3. Define approval workflows with states, transitions, and approval rules. See Workflow Templates for full details.

Generate validation package documentation

1. On the left sidebar, select Admin.
2. In the admin sidebar under System, select Validation Package.
3. Generate compliance documentation including VMP, URS, IQ/OQ/PQ, traceability matrices, and more.

Configure onboarding packs

1. On the left sidebar, select Admin.
2. In the admin sidebar under Compliance, select Onboarding Packs.
3. Create document bundles that are automatically assigned to new team members.
4. Use the search bar to find users or documents within a pack.

View the training matrix

The Training Matrix has moved from the Admin panel to the Training page. Navigate to Training and select the Training Matrix tab. For full details, see Training Matrix.

Training auto-assignment is now handled via the document approval workflow — when a document is approved, training is automatically assigned to the relevant groups. The admin Training Matrix tab has been removed.

View system status

1. On the left sidebar, select Admin.
2. In the admin sidebar under System, select System Status.
3. View the current system status page.

Update a system configuration value

Admin → System → Status Page (system) also lists the tenant-scoped configuration values the application reads when a record has no explicit value of its own — for example, the default number of days before a newly reported deviation becomes due.

1. On the left sidebar, select Admin.
2. In the admin sidebar under System, select System Status.
3. Under System Configuration, find the setting by its label.
4. Enter a new value in its input, then select Save.

The value persists for your workspace, and every change is recorded in the audit trail with both the old and the new value.

Export system data

1. On the left sidebar, select Admin.
2. In the admin sidebar under Data, select System Export.
3. Generate a complete data export package for migration or backup.

Import data

1. On the left sidebar, select Admin.
2. In the admin sidebar under Data, select Data Import.
3. Import data from CSV, Excel, JSON, or scanned files (with OCR support).

View the audit trail

1. On the left sidebar, select Admin.
2. In the admin sidebar under Compliance, select Audit Trail.
3. View, filter, and export the system-wide audit trail.

Manage external auditor access

Admin → Compliance → External Auditor Access (external-auditors) invites external auditors and lists every access link this workspace has ever issued — active or revoked.

1. On the left sidebar, select Admin.
2. In the admin sidebar under Compliance, select External Auditor Access.
3. Fill in the auditor’s name and email, optionally pick an audit plan to scope the invite to, choose the access level (Read only or Read + submit findings), and set how many days the link stays valid.
4. Select Send invite. The personal access link and the one-time verification code are shown once — copy both and send them to the auditor over separate channels (for example the link by email, the code by phone).
5. The links table lists every invitation issued, with the auditor’s name and email, the audit plan, access level, expiry, and status (Active, Revoked, or Expired).
6. To revoke a single link, select Revoke on its row, enter a reason, and confirm. This immediately closes the link and every live session opened from it.
7. To revoke several at once, select the checkboxes on the active rows you want to close and select Revoke selected, then enter a reason and confirm.

Note

A revoked link is not removed from the list. It stays visible with its revoked-at date, who revoked it, and the reason given — the record is audit evidence, not something a revoke deletes.

See External Auditor Access for the auditor-facing verification and workspace flow this invite feeds into.

Triage feedback

Admin → Compliance → Feedback (feedback) lists every piece of feedback submitted through the in-app Feedback widget, with the full submission context (description, screenshot, attachments, browser/page info) and a status workflow (New → Acknowledged → In Progress → Resolved → Closed).

1. On the left sidebar, select Admin.
2. In the admin sidebar under Compliance, select Feedback.
3. Select a row to see its full detail, add internal admin notes, or move it to the next status.

See Feedback for the full guide.

Related guides

• Form Builder — Detailed guide for creating dynamic form templates
• Workflow Templates — Configuring approval workflows (the Workflow Templates tab under Templates & Forms)
• Billing & Subscription — Managing your plan, upgrades, and invoices
• Document Templates — Managing reusable document templates
• Validation Package — Generating compliance documentation
• Data Import & Export — Importing and exporting system data
• Onboarding Packs — Setting up new employee onboarding
• Supplier Settings — Supplier classification and requirements
• Audit Trail — Viewing and exporting the audit trail
• External Auditor Access — Inviting, listing, and revoking external auditor access links
• Feedback — Triaging user-submitted feedback and linking it to Jira
• Training Requalification — Managing requalification intervals and periodic re-training
• Workspace Setup & Signup — Creating a new account and configuring your workspace