User Management

User management controls who has access to Impart QMS, what they can see and do, and which laboratories and departments they belong to.

Access: Network QA Managers (org_admin) have full user management access across all labs. Directors (lab_admin) can manage users within their assigned labs. Supervisors can view and manage users in their own labs, limited to roles below their own.

Accessing User Management

Go to Admin Panel from the sidebar, then select Users. The page displays all users in your organization with search and filter options.

Viewing the User List

The user list shows each person's name, email, role (with a color-coded badge), primary lab, status (active or inactive), and department assignments.

Filtering Users

Filter by Role, Lab, or Status (active, inactive, or all). Use the Search field to find users by name or email.

Creating a New User

Click Add User.
Fill in the required fields:

Account Information

Email — The user's login email address.
Full Name — Their display name as it will appear throughout the system (on QC records, reports, and corrective actions).
Temporary Password — Optional. Set an initial password (minimum 8 characters) or leave the field blank to auto-generate one. Either way, the system emails the new user their temporary password and login instructions automatically, and they are prompted to change it on first login.

Role Assignment

Select the appropriate role. You can only assign roles below your own privilege level.

Role Overview

Network QA Manager (org_admin)

Full administrative access across all labs in the organization.

Manage all users, labs, and equipment across the network
Configure integrations, billing, and system settings
Generate and sign all report types

Assign to: QA directors who oversee multiple labs or the entire organization.

Director (lab_admin)

Full administrative access within their assigned labs.

Manage equipment, QC parameters, departments, and workflow configuration
Create and manage users within their labs
Generate and sign reports
Access the admin panel

Assign to: Laboratory directors, medical directors, or senior scientists managing a specific lab.

Supervisor

Elevated operational access.

View and generate reports
Edit QC records from prior dates (staff can only edit same-day entries)
Manage corrective actions
Edit maintenance and verification task dates

Assign to: Lead embryologists, senior technologists, or team leads.

QA Manager (qa_manager)

Quality-focused access.

View quality data across the lab
Manage corrective actions
Record quality events
View reports

Assign to: Quality assurance officers or compliance staff.

Staff

Standard daily operations access.

Enter daily QC data (current day only)
Log quality events
Record change log entries
Complete maintenance and verification tasks

Assign to: Embryologists, technologists, and lab personnel performing daily QC.

Laboratory Assignment

Primary Lab — Select the laboratory the user will primarily work in. This determines which lab's data they see by default.

Click Create to create the account.

Assigning Departments

After creating a user, assign them to specific departments:

Click on the user in the list to open their detail view.
Find the Department Assignments section.
Add or remove departments as needed.

When a user is assigned to departments, the department selector in the sidebar shows only their assigned departments, scoping their view to relevant equipment. Users with no department assignments can see all departments in their lab.

Multi-Lab Access

Directors and above may need access to multiple laboratories:

Open the user's detail view.
Find the Lab Assignments section.
Add additional labs.

Lab Assignment Statuses

Status	Meaning
Approved	Full access to this lab
Pending	Awaiting approval from an authorized administrator
Rejected	The assignment request was denied

Users with multiple lab assignments see a Laboratory dropdown in the sidebar to switch between labs.

Pending Access Requests

If your organization uses an approval workflow for lab assignments, a Pending Requests queue appears on the user management page. Review and Approve or Reject each request.

Editing a User

Click on a user in the list.
Modify their role, primary lab, active status, department assignments, or lab assignments.
Save your changes.

Deactivating a User

When a staff member leaves or no longer needs access:

Open their user detail view.
Toggle the Active status to inactive.
Save.

Deactivated users:

Cannot log in
Are removed from assignment dropdowns (e.g., corrective action assignment)
Retain all historical records — past QC entries, corrective actions, and other data remain associated with their name

Always deactivate rather than delete to preserve the integrity of your quality records.

Password Management

Temporary Passwords

When you create a user, the system emails them their temporary password and login instructions automatically — there is no need to communicate it yourself. If the user never received the email or their temporary password has been lost, use the Send/Resend Invite button on the user list: it generates a new temporary password and sends a fresh invite email. Users are prompted to change the temporary password after their first login.

Password Requirements

Minimum 8 characters. Users change their own passwords from Settings > Security.

Password Resets

Users can reset their own password using the Forgot Password link on the login page. Administrators cannot directly reset a user's password — users must use the self-service flow.

Role Permissions Summary

Capability	Staff	QA Mgr	Supervisor	Director	Network QA
Enter daily QC data	Yes	Yes	Yes	Yes	Yes
Edit prior-day QC data	—	—	Yes	Yes	Yes
Log quality events	Yes	Yes	Yes	Yes	Yes
Record change log entries	Yes	Yes	Yes	Yes	Yes
Complete maintenance tasks	Yes	Yes	Yes	Yes	Yes
Complete verifications	Yes	Yes	Yes	Yes	Yes
View reports	—	—	Yes	Yes	Yes
Generate / sign reports	—	—	Yes	Yes	Yes
Manage corrective actions	—	Yes	Yes	Yes	Yes
Access admin panel	—	—	Limited*	Yes	Yes
Manage equipment / parameters	—	—	—	Yes	Yes
Manage users	—	—	Limited*	Yes	Yes
Manage billing / integrations	—	—	—	—	Yes
Cross-lab access	—	—	—	Multi-lab	All labs

* Supervisor admin panel access covers the Users page and Setup & Modules; supervisors manage users in their own labs and can only assign roles below their own.

Best Practices

Follow least privilege — Assign the minimum role needed for each person's responsibilities.
Use accurate full names — Names appear on QC records, corrective actions, and reports. Accuracy matters for regulatory documentation.
Assign departments — Department assignments help scope the QC view and reduce visual clutter for staff who work in one area.
Let the invite email do the work — The system delivers each temporary password directly to the user's own inbox. Avoid forwarding or re-sharing temporary passwords through other channels; if an invite goes astray, use Send/Resend Invite to issue a fresh one instead.
Deactivate accounts promptly — When someone leaves, deactivate their account that same day to prevent unauthorized access.
Review access annually — At least once a year, review the user list to ensure roles and lab assignments are still appropriate.
Train new users — When creating accounts for new staff, walk them through the system and point them to the Getting Started guide.