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Beginner Web 3 min read Admin Only

How to get your people started with Q-Hub

This guide talks you through the first steps you need to follow once you have joined Q-Hub. If you are an enterprise customer, this setup approach may not apply.

Setup time: ~5 minutes

Overview

This guide talks you through the first steps you need to follow once you have joined Q-Hub.
If you are an enterprise customer, this setup approach may not apply.

1. Define your IT requirements

It's important to consider your business's IT requirements; you may need to talk with your IT team to understand if any of the following features are required for your account:

  • Username and passwords

  • Microsoft or Google SSO enforcement - Recommended

  • 2FA options

  • IP whitelisting

💡 Ensure that your IT team whitelists the Q-Hub domain ➡️ **** q-hub.co.uk

2. Communication to your company

Once you are clear on your IT requirements, please ensure that you communicate with your team members who you will be adding to Q-Hub that they will need to authenticate their accounts.
Use an email template like this:

Hi team,


As you are aware, we are currently in the process of implementing a new platform.
On ##/##/####, you will receive an email from Q-Hub with a message instructing you to authenticate your account. Please ensure to follow the instructions and click the authentication button in order to set up your profile.

Please note - While you will be able to log into the system, you will not yet have access to anything. Your internal team who is working on Q-hub will let you know once it is ready to be used. You will be told in advance and receive some training material to help you get started.

If you need to access the mobile application you can download it using the following links:
🍎 https://apps.apple.com/gb/app/q-hub/id6480323852
🤖 https://play.google.com/store/apps/details?id=com.qhubuk.qhub&pcampaignid=web_share

Thank you for your support and cooperation.

3. Get your people on Q-Hub

Once you have understood the IT requirements and communicated to your teams, you can now begin to onboard your users. There are 3 main ways to get people onto the Q-Hub platform:

  1. Mass upload with a spreadsheet of your users > How to mass upload your users

  1. Send a link to allow users to join your company > How users can join with a link & SSO

  1. Add users manually > How to manually add users
    The recommended approach for most customers is: How to mass upload your users

4. User organisation and setup considerations

Once your users have joined the application and authenticated their accounts, it's important to consider how to configure your users into groups and portals, and ensure the roles are correct.

Best practice setup

Example: A single site wanting to use Q-Hub as an eQMS system.

User setup:

  1. Create a group for each department, for example: Engineering, Quality, H&S, Operations, Sales…

  2. Add your users into the relevant departments from the user page.

  3. Create a portal for each department, and connect the department group to the department portal.

  4. Create any additional groups for approvers, specialists, or roles.

Q-Hub user roles:

  • Admins: Overriding admins for the account; IT manager, the main QHSE compliance manager

  • Standard users: Functional managers; people like Quality, Engineering, H&S, QHSE managers

  • Basic users: Users who carry out a lot of administration activities or do many tasks on behalf of others, such as team leaders, shop floor admins, and office admins

  • Portal users: General employees or team members who need to carry out a few tasks and access features you create on the system

ℹ️ You may want to review the user role page Q-Hub user types

Ready to try it? Manage Users