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) manage users within their assigned labs. QA Managers and Supervisors manage users in their own lab, limited to roles below their own (a QA Manager can invite and edit Supervisors and Staff; a Supervisor can invite and edit Staff).

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 and status (active or inactive).

Filtering Users

Filter by Role or Lab. Inactive users are hidden by default; click Show Inactive to include them. Use the Search field to find users by name or email.

Creating a New User

Click Invite User.
Fill in the required fields:

Account Information

Email (required) — The user's login email address.
Full Name (optional) — Their display name as it will appear throughout the system (on QC records, reports, and corrective actions).
Job Title (optional) — The user's job title (for example, Senior Embryologist).
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 view all report types, including the cross-lab Network Quality Report (a comparison, not a signed record). Network QA Managers cannot sign reports: reports are signed by the Lab Director or a technical supervisor only.

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.

QA Manager (qa_manager)

Deputy-director access within their own lab.

Use the Admin Panel: equipment, QC parameters, departments, workflow configuration and sensor integrations
Edit QC records from prior dates
Manage corrective actions
View and generate reports (QA Managers cannot sign reports: only the Lab Director and Supervisors sign)
Invite and manage Supervisors and Staff
A few approvals stay with the Director, including subscription management

Assign to: Quality assurance officers or compliance staff.

Supervisor

Elevated operational access.

View, generate and sign 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.

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 Laboratory (required) — Select the laboratory the user will primarily work in. This determines which lab's data they see by default.
Additional Lab Access (optional, shown when you can access more than one lab) — Grant access to other laboratories.

Click Send Invitation. The account is created and the user is emailed their temporary password and login instructions.

Assigning Departments

After creating a user, assign them to specific departments:

Click Edit on the user's row to open Edit User.
Find the Department Access section (shown once the user has a primary laboratory).
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:

Click Edit on the user's row.
Find the Laboratory Access 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, review requests on the Access Requests tab of the User Management page. Approve or Reject each request.

Editing a User

Click Edit on the user's row.
Modify their role, primary lab, active status, department assignments, or lab assignments.
Click Save 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

Passwords must be at least 8 characters and include at least one lowercase letter, one uppercase letter, one number and one special character. Users change their own passwords from Settings > Security. A temporary password set when you invite a user only needs 8 characters; at first sign-in the user is prompted to replace it with a password that meets the full rule.

Password Resets

Users can reset their own password with the Forgot Password link on the login page. Administrators cannot see or choose a user's own password. However, Send/Resend Invite on the user list issues a new temporary password: it replaces the user's current password, even if the user is already active, and the user must set a new password when they next sign in. The new temporary password is emailed to the user and also shown to you on screen, so you can share it if the email fails. Only use Resend Invite when a user cannot get in. Apart from Super Admins, you can do this only for users whose role is below your own. Directors, QA Managers and Supervisors can do it only for users in their own laboratory, and Organization Admins only within their own organization.

Role Permissions Summary

Capability	Staff	Supervisor	QA Mgr	Director	Network QA
Enter daily QC data	Yes	Yes	Yes	Yes	Yes
Edit prior-day QC data	—	Yes	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 and generate reports	—	Yes	Yes	Yes	Yes
Sign reports (Lab Director or Supervisor only)	—	Yes	—	Yes	—
Manage corrective actions	—	Yes	Yes	Yes	Yes
Access admin panel	—	Limited*	Yes	Yes	Yes
Manage equipment / parameters	—	—	Yes	Yes	Yes
Manage users	—	Limited*	Limited*	Yes	Yes
Manage sensor integrations	—	—	Yes	Yes	Yes
Manage lab subscription	—	—	—	Yes	Yes
Cross-lab access	—	—	—	Multi-lab	All labs

* Supervisors and QA Managers manage users in their own lab and only for roles below their own. Supervisor admin access covers the Users page and Setup & Modules and, when those modules are on, Cryo Tank Health, the Chemistry QC admin pages and Time-Off Requests.

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.