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
Go to Settings > Users. Use the in-list search or sort by column headers to find the user. Set the user’s overall capabilities.
Locate the user using search/sort.
Open actions: click the three vertical dots and choose Edit.
Choose a License Type under License Type:
Full – Complete access to system modules based on permissions; includes Analytics.
Standard – Access to system modules based on permissions (excludes Analytics).
Light – Limited access, typically for review/approval tasks.
Free – View-only; no editing or workflow privileges.
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.
Locate the user using search/sort.
Open actions: click the three vertical dots and choose Edit.
Toggle modules as needed:
Document Control
Change Request
Training
Analytics (available only with Full license)
Click Save.
💡Tip: If a user has Full license but a module is off, they won’t see that area in the sidebar.
📎 Reference: Understanding access in SimplerQMS
Step 3: Grant administrator access (optional)
Provide elevated configuration and management capabilities.
Locate the user using search/sort.
Open actions: click the three vertical dots and choose Edit.
Toggle:
On to grant administrator rights
Off to keep standard role-based access
Click Save.
❗Tip: Only grant Administrator Access to trained personnel. Elevated rights may bypass typical safeguards.
📎 Reference: Understanding access in SimplerQMS
Step 4: Control classified access
Allow viewing of documents marked as Classified.
Locate the user using search/sort.
Open actions: click the three vertical dots and choose Edit.
Toggle:
On to allow access to classified documents
Off to restrict to non-classified documents
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.
Locate the user using search/sort.
Open actions: click the three vertical dots and choose Edit.
Toggle:
Off to deactivate the account
On to reactivate later if needed
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.