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
User Management	Users	users (default)	User account management
User Management	Roles	roles	Role definitions and permission assignment (includes Permissions sub-tab)
User Management	Groups	groups	User group management with types (Job Function, Department, Site, Custom) and search
User Management	Onboarding Packs	onboarding-packs	New employee document bundles
Templates & Forms	Form Builder	form-builder	Dynamic form templates for Deviations, CAPAs, and Audits (with type selector)
Templates & Forms	Document Templates	workflow-templates	Approval workflow configuration
Training	Training Matrix	—	Training Matrix has moved to the Training page (see Training Matrix)
Compliance	Audit Trail	audit	System-wide audit trail
Compliance	Validation Package	validation-package	Compliance documentation generation
Compliance	Supplier Settings	supplier-settings	Supplier classification and requirements
System	Global Settings	global-settings	Tenant-wide UI theme selection
System	System Status	system	View system status page
Data	System Export	system-export	Data export package generation
Data	Data Import	data-import	Data import from external files

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, Full Name, and Password.
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.

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.

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 templates

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

Generate validation package documentation

1. On the left sidebar, select Admin.
2. In the admin sidebar under Compliance, 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 User Management, 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.

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.

Related guides

• Form Builder — Detailed guide for creating dynamic form templates
• Workflow Templates — Configuring approval workflows (listed as “Document Templates” in the admin sidebar)
• 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
• Training Requalification — Managing requalification intervals and periodic re-training
• Workspace Setup & Signup — Creating a new account and configuring your workspace