Skip to main content

Managing Users and Access

Keep user accounts, licenses, and permissions aligned with job responsibilities so each person can access only the modules and actions required for their role.

Who Is This For?

  • QA Administrators / System Admins — assigning licenses, modules, and elevated admin rights

  • People Managers / Process Owners — requesting the right access for team members

  • Compliance / IT — ensuring least-privilege, revoking access when roles change

How to Do It?

Step 1: Update the license type

  1. Go to Settings > Users. Use the in-list search or sort by column headers to find the user.

  2. Locate the user using search/sort.

  3. Open actions: click the three vertical dots and choose Edit.

  4. Choose a License Type under License Type:

    • Full – Complete access to system modules based on permissions; includes Analytics.

    • Standard – Full capabilities for Document Control and Change Control, plus edit access to two additional modules.

    • Light – Limited access, typically for review/approval tasks.

    • Viewer – View-only; no editing or workflow privileges.

  5. Click Save.

💡Tip: Assign Light to users who only review/approve; reserve Full for users who truly need creation/configuration features.

❗ Compliance reminder: Apply least privilege and document rationale for elevated access.

📎 Reference: Understanding access in SimplerQMS

Step 2: Enable or disable module permissions

Grant access to specific product areas.

  1. Locate the user using search/sort.

  2. Open actions: click the three vertical dots and choose Edit.

  3. Toggle modules as needed:

    • Document Control

    • Change Request

    • Training

    • Analytics

  4. Click Save.

💡Tip: Analytics is available for Full and Standard and doesn't count into the 2 modules of Standard.

📎 Reference: Understanding access in SimplerQMS

Step 3: Grant administrator access (optional)

Provide elevated configuration and management capabilities.

  1. Locate the user using search/sort.

  2. Open actions: click the three vertical dots and choose Edit.

  3. Toggle:

    • On to grant administrator rights

    • Off to keep standard role-based access

  4. Click Save.

💡Tip: Admin access is only available for Full, Standard & Light.

📎 Reference: Understanding access in SimplerQMS

Step 4: Control classified access

Allow viewing of documents marked as Classified.

  1. Locate the user using search/sort.

  2. Open actions: click the three vertical dots and choose Edit.

  3. Toggle:

    • On to allow access to classified documents

    • Off to restrict to non-classified documents

  4. Click Save.

📝 Note: When an entity type is marked Classified, a dedicated Classified group is created automatically and cannot be removed or replaced.

📎 Reference: Understanding access in SimplerQMS

Step 5: Make a user inactive (disable/enable sign-in)

Prevent access without deleting historical records.

  1. Locate the user using search/sort.

  2. Open actions: click the three vertical dots and choose Edit.

  3. Toggle:

    • Off to deactivate the account

    • On to reactivate later if needed

  4. Click Save.

💡Tip: Deactivate users immediately upon role change or departure to maintain compliance.

📎 Reference: Understanding access in SimplerQMS

Tips

  • 💡 Keep a central log (e.g., change record) for license changes and admin grants.

  • 💡 Review inactive accounts periodically and ensure they remain deactivated or are removed per policy.

What’s Next?

Did this answer your question?