Feature overview

The Register Hub in Q-Hub is a flexible, table-style tool for managing structured information that needs to be maintained, reviewed and updated over time—things like supplier approvals, training records, risk registers, legal registers and interested parties. It’s designed to replace spreadsheets and scattered documents with a single source of truth that can be automated, filtered and securely shared with the right people.

Register Hub is not intended for daily logs or repeated “filling in” activities (like inspection sheets or operator checks). Those are better handled by forms and processes, which can still provide register-like reporting via their entries tables.

What is a “register” in Q-Hub?

A register is essentially a configurable table:

• Rows represent individual items (e.g. a single supplier, a training record for one employee, one risk, one piece of equipment).

• Columns represent the fields you want to track (e.g. status, review date, expiry date, manager, certificate, likelihood, consequence, etc.).

Each row has a row drawer where you can:

• Add comments and @-mention colleagues.

• Trigger actions (like forms, file uploads).

• View a full row history of what changed, when, and how (manual vs automatic).

Registers also support:

• Automations (status changes, notifications, “request data” emails).

• Views (saved column layouts, filters and groupings).

• Row access (restricting which rows different users can see).

When to use Register Hub (and when not to)

Good use cases for Register Hub:

• Approved supplier lists and supplier certificate tracking.

• Legal registers (laws, regulations, obligations).

• Risk and opportunities registers (including ISO risk scoring).

• Training / people registers (training, qualifications, certificates).

• Facilities / site certification and compliance.

• Interested parties and external stakeholder registers.

Things you should not use Register Hub for:

• Daily inspection records or shop floor checks.

• Any log where multiple operators have to repeatedly add new lines every day.

For these, build a form instead and use the form entries table as your “register”, which can still be exported to Excel and used for KPIs. The masterclass shows a concrete example of a shop floor inspection form replacing a “checks register” that was awkward to maintain.

How the feature is used

At a high level, using Register Hub usually looks like this:

1. Decide if the problem really needs a register (vs a form or process).

2. Create a register and set up the columns (fields) you want to track.

3. Add rows (items) manually or via processes that create register entries.

4. Configure automations, including “request data” (Get the data) where useful.

5. Create views (simplified layouts, grouped views, filtered lists like “overdue”).

6. Use row access to control which rows different users or departments can see.

7. Surface the most important views on dashboards via shortcuts.

1. Feature concept

Register structure: rows, columns and fields

When you set up a register you choose what information each row should hold. Examples from the masterclass:

Training register

• Employee (user field)

• Training type (list of training activities)

• Manager responsible

• Date completed

• Expiry date

• Training certificate (attachments)

• Status (e.g. Valid, Due soon, Overdue)

Supplier register

• Supplier name

• Supplier status

• Review date

• Certification / standard (e.g. ISO 9001)

• Contact email

• Other reference details as needed

These columns are then used by:

• Automations (e.g. “when review date is 30 days away, change status to ‘Review due soon’”).

• Request data actions (“Ask this email address to upload the new certificate and review date”).

• Views (e.g. filter only “Overdue” suppliers).

Working with columns (pinning, hiding and managing layout)

Each column has a More menu with options like:

• Pin to left / pin to right – keeps that column visible while you scroll horizontally (useful for expiry date and status in long registers).

• Hide – quickly simplifies the view by hiding detailed columns you don’t need to see right now.

You can also open Manage columns to quickly toggle multiple columns on/off and create a simplified layout (for example, hiding all of the scoring fields and keeping only “Activity”, “Risk status” and “Remedial risk” for senior management reviews).

Row drawer: info, comments, actions and history

Clicking the Info button on a row opens the row drawer, which has several tabs:

1. Comments

   • Add context and discussion to the row.

   • Use @mentions (e.g. @Bob) so that person receives a notification and a link to the specific row.

2. Actions

   • Trigger follow-on actions directly from the row, such as:

     • Starting a form (for example, sending a form to a supplier via email to capture updated information).

     • Uploading attachments (evidence of training, supplier certificates, etc.).

3. History

   • Shows a complete audit trail of changes to that row:

     • What changed (e.g. status value, expiry date).

     • When it changed.

     • Whether it was changed manually or automatically (e.g. by an automation).

   • This is particularly useful for audits because you can demonstrate exactly when a status changed and why (for instance, “status changed from Valid to Due soon automatically on 30 May”).

Automations and “Request data” (Get the data)

Automations are where Register Hub becomes far more powerful than a static spreadsheet.

To edit automations, put the register “up issue” and then open the Automations section.

A typical automation uses:

• A trigger – something that has happened, usually based on a date in the row.

• One or more actions – such as:

  • Changing a status.

  • Sending notifications.

  • Starting a Request data action.

Example: Supplier certificate reminder and data request

1. Trigger

   • When today is 30 days or less before the review/expiry date.

2. Actions

   • Change status

     • Set the status field to something like “Review due soon”.

   • Request data (Get the data)

     • Action type: Request data.

     • Send to email: select the contact email column from your register so each supplier’s own contact address is used.

     • Due date:

       • Based on a date field (review date, expiry date) or a set number of days after the request.

     • Reminders:

       • Configure reminders, e.g. every 10 or 30 days until the data is submitted.

     • What data to request:

       • Choose which fields the recipient must complete—e.g. new review date and certificate attachment.

     • Email content:

       • Subject, e.g. “Q-Hub – Request for updated certificate”.

       • Instruction message (including your own contact email if they need help).

       • Optional reference fields at the bottom of the email:

         • Supplier name.

         • Date approved.

         • Renewal date.

         • Current status, etc.

   • On complete (perform actions when the request is done):

     • Automatically change status again (e.g. to “Reviewed” or “To be checked”).

     • Send a notification to the internal owner (e.g. Bob) saying “Supplier uploaded certs – please check.”

For each request, the row drawer → Actions tab shows:

• Evidence that a request was sent.

• Options to cancel a request.

• Options to send a manual reminder.

Other common automations include:

• Changing status to “Overdue” when today is past a review date.

• Sending notifications to managers when items become overdue.

Risk scoring with weighted fields and calculations

Register Hub supports weighted fields and calculation fields, ideal for risk registers.

Example:

1. Fields

   • Consequence (drop-down with options that have underlying numeric weights).

   • Likelihood (drop-down with weighted numbers).

2. Score field

   • A calculation field multiplies consequence × likelihood to produce an overall risk score.

3. Risk status automations

   • Automations then set the risk status based on the score. For example:

     • If score ≤ 5 → Status = Low.

   • You can duplicate the pattern for remedial risk once controls are applied.

This gives you a dynamic risk and opportunities register where statuses update automatically as scores change.

Views, filters, grouping and shortcuts

Views let you present the same register data in different layouts for different audiences, without duplicating the register.

Hiding columns and creating simplified views

Example from a risk register:

1. Hide detailed columns (original risk text, consequence, likelihood, detailed scoring).

2. Keep only:

   • Activity.

   • Risk status.

   • Controls.

   • Remedial risk.

3. Save this as a view, e.g. “Simplified risk view” and set it to Public so others can select it.

Now the register has a view selector at the top so users can switch between:

• “Display all” (full detail).

• “Simplified risk view” (high-level summary).

Grouped views

You can group rows by a column like risk status:

• Group by → Risk status

• The register now displays sections for each status (Low, Medium, High, etc.) with expandable groups.

• Save this as another view, e.g. “Grouped by risk status”.

Filtered views (e.g. overdue suppliers)

In a supplier register:

1. Apply a filter to show only rows where Status = Overdue.

2. Save as a public view, e.g. “Overdue suppliers”.

This allows you to quickly switch between “All suppliers” and “Overdue suppliers”.

Using views in Work Hub dashboards

Views can be surfaced as shortcuts on dashboards:

1. Go to Work Hub → a space (e.g. “Supplier management”).

2. Click Edit dashboard and add a Shortcut.

3. Search for your view (e.g. “Overdue suppliers”) and add it.

4. Position the shortcut and Save.

Now managers can click “Overdue suppliers” directly from the dashboard and land straight in that filtered view of the register, without having to set filters each time.

Use cases

Use case 1 – Training, people and certificates

Use a training register to track:

• Employees and required training types.

• Manager responsible for each training item.

• Completion dates and expiry dates.

• Evidence (training certificates as attachments).

• Status of each training/competence record.

Automations can:

• Flag training that is coming up for renewal (e.g. 30 days before expiry).

• Notify managers when something becomes overdue.

For now, Register Hub is a very good place to manage training and certificates—better than Excel—until the dedicated People Hub (with skills matrix functionality) is released.

Use case 2 – Supplier approvals and certificates

A supplier register is a classic Register Hub example:

• Store supplier details, approval status, review dates and contact info.

• Track which certifications they hold (e.g. ISO standards).

• Record when they were approved and when they are due for review.

Automations plus Request data can:

• Change status to “Review due soon” 30 days before the review date.

• Automatically email the contact email column asking for:

  • Updated certificate file(s).

  • A new review/expiry date.

• On completion:

  • Update status to “Reviewed” or “To be checked”.

  • Notify the internal owner to confirm the update.

Rows can also be created from processes (e.g. a “supplier process” that, when completed, automatically creates a row in the supplier register).

Use case 3 – Legal and compliance registers

Registers are well-suited to legal obligation registers and similar lists:

• Each row represents a law, regulation or requirement.

• Columns can capture:

  • Jurisdiction, reference, description.

  • Responsible person.

  • Review/next check date.

  • Status and notes.

Although there is currently no automated legislation change detection, having your legal registers in Register Hub positions you well for the new AI tools being built to enhance these use cases in future.

Use case 4 – Risk and opportunities registers (ISO context)

Register Hub is ideal for risk and opportunities registers, particularly in ISO frameworks:

• Use weighted fields for consequence and likelihood.

• Use a calculation field to generate a risk score.

• Configure automations to set a risk status (e.g. Low/Medium/High) based on the score.

• Duplicate for remedial risks after controls are applied.

Combined with views and grouping, you can present:

• Detailed technical risk data for risk owners.

• Simplified overviews (e.g. Activity + Current risk + Controls + Remedial risk) for senior management.

Use case 5 – Facilities and site certification

For organisations responsible for multiple sites or facilities, registers can track:

• Sites or facilities and their key attributes.

• Certification or inspection requirements (fire extinguishers, building inspections, etc.).

• External companies that own or manage those sites.

• Review/expiry dates and status.

Automations and Request data can be used to chase external parties for evidence and ensure nothing is missed.

Use case 6 – Interested parties and other ISO registers

Register Hub is commonly used to build standard ISO management system registers, such as:

• Interested parties registers.

• Risks and opportunities registers.

• Other structured lists where each item must be periodically reviewed and documented.

Access controls and visibility

Register Hub includes row-level access control to manage who sees what.

Row access groups

Under Settings → Row access, you can:

1. Enable Row access for the register.

2. Create access groups, e.g.:

   • “Ops”

   • “Finance”

   • “Compliance”

   • Countries or sites (e.g. “UK”, “USA”)

3. Assign users or user groups to each access group.

For each row, you can then select which row access group(s) are allowed to see it:

• If a user is in the Ops group, they see only rows assigned to Ops.

• If they are in both Ops and USA, they see all rows labelled with either group.

Typical scenarios:

• Training registers where department managers only see training items for their department.

• Risk registers where owners only see their set of risks (operational, financial, compliance, etc.).

“Only show users rows they are found in”

As an alternative to groups, you can:

1. Add a user field column to your register.

2. Put one or more users into that column for each row.

If the setting “only show users rows they are found in” is enabled:

• A user will only see rows in which they are explicitly listed in that user field.

• If three people are listed on a row, all three will see that row.

This option is handy when row ownership is more granular and you don’t want to manage large access groups.

Views and dashboards for different audiences

Combine row access with views to tailor what different audiences see:

• Detailed views for administrators.

• Simplified “Overdue only” or “By risk status” views for managers.

• Dashboard shortcuts for senior management that go directly to a relevant slice of the register (e.g. “Overdue suppliers”).

Best Practices

These practices are based directly on how Register Hub is shown being used in the masterclass.

1. Use forms for repeated checks, not registers

   • If multiple people are filling in daily checks or inspections, create a form and use its entries table instead of a register. It reduces clicks and is more user-friendly.

2. Start simple with columns and expand gradually

   • Begin with the core fields you actually need (e.g. supplier name, status, review date, contact email).

   • Add extra detail only when it’s clear how it will be used.

3. Pin important columns for easier navigation

   • Pin expiry and status columns to the right (or left) so you can always see them while scrolling.

4. Leverage the row drawer, not just the grid

   • Use comments to keep conversation tied to the data.

   • Use actions to trigger forms or upload evidence right against the row.

   • Use row history to support audits and investigations.

5. Automate status changes and follow-ups

   • Use date-based automations to:

     • Flip statuses (Valid → Due soon → Overdue).

     • Notify managers at the right time.

     • Trigger Request data to suppliers, contractors or employees.

6. Make use of “Request data” wherever you are chasing information

   • For suppliers: request updated certificates and review dates.

   • For training: request evidence or confirmation from employees or training providers.

7. Create views for different roles, not different registers

   • Use views, filters and grouping to present the same data in different ways instead of duplicating registers.

   • Save public views like “Overdue”, “By risk status” or “Simplified view for SMT”.

8. Use row access to minimise clutter and protect sensitive data

   • Give departments or locations only the rows they need to manage.

   • Consider the “only show users rows they are found in” option where ownership is per-row.

9. Review your existing registers periodically

   • Identify registers that are really logs and convert them to forms.

   • Look for new opportunities where registers can replace Excel and benefit from automations and row access.

Troubleshooting

Issue: “We used a register for checks and it’s clunky for operators.”

Possible causes:

• The register is being used as a daily log (e.g. inspection records, repeat checks) where operators must add a new row each time.

Solutions:

• Move the activity into the Form Hub:

  • Build a form for the inspection/check.

  • Let operators fill it out via shortcut/mobile/tablet.

  • Use the entries table of that form as your log/register for analysis and export.

Issue: “Suppliers aren’t responding well to certificate review requests.”

Possible causes:

• The Request data action is not configured clearly (missing fields or unclear message).

• The contact email column is incomplete or incorrect.

Solutions:

• Review the automation:

  • Ensure Request data is set to use the correct contact email column.

  • Check that you’ve specified the right fields to update (e.g. new review date and certificate).

  • Make the email subject and instructions clear and include a human contact email in the message.

Issue: “Statuses don’t update automatically when dates pass.”

Possible causes:

• No automation is configured for the relevant date fields.

• The condition in the automation (e.g. “when today is 30 days or less before review date”) doesn’t match your expectation.

Solutions:

• Edit the register Automations:

  • Add or update automations to set statuses based on your date fields (e.g. “when today is past review date → Status = Overdue”).

  • Test with one or two rows first to confirm behaviour.

Issue: “Managers see too much data / registers feel overwhelming.”

Possible causes:

• All columns and all rows are visible to everyone.

• Views and row access have not been set up.

Solutions:

• Use Hide and Manage columns to create a simplified layout.

• Save public views (e.g. “Simplified risk view”, “Overdue suppliers”).

• Enable Row access and configure groups or “only show users rows they are found in” so managers see only the rows they are responsible for.

Issue: “Some users can’t see rows they expect to see.”

Possible causes:

• Row access groups are enabled and the user is not part of the relevant group.

• The “only show users rows they are found in” option is enabled, but the user is not listed in the user field for that row.

Solutions:

• Check Row access settings:

  • Confirm the user’s groups.

  • Confirm which groups are assigned to the rows.

• If using the “only show users rows they are found in” option:

  • Ensure the affected user is correctly assigned in the user field on the relevant rows.

Frequently Asked Questions

Q: When should I use a register instead of a form or process?
A: Use a register when you want to maintain a structured list of items that you periodically review and update (suppliers, risks, legal obligations, training, facilities, etc.). Use a form when many people need to fill in the same checklist or log regularly (inspections, checks, incident reports). Use a process when you have a defined workflow (like supplier onboarding) that can then create or update register rows.

Q: Can a form act as a register?
A: Yes. When you use a form for repeated checks, the entries table effectively acts as a register. You still get a full list of entries, can run analytics and export to Excel—without forcing users to interact directly with a register.

Q: Is Register Hub better than Excel?
A: For many structured lists, yes. Register Hub gives you:

• Automations (status changes, notifications, Request data emails).

• Row history and comments for auditability.

• Row-level access control.

• Views, filters and grouping, plus dashboard shortcuts.

All of which are harder to maintain reliably in Excel.

Q: Can registers be connected to forms and processes?
A: Yes. For example:

• A supplier process can create a new row in a supplier register.

• From a register row’s Actions tab, you can start a form and send it externally (e.g. to a supplier) to collect more data.

• The Request data automation automatically generates a link for external parties to submit updates that go straight back into the register.

Q: Can I restrict access so that departments or regions only see their own rows?
A: Yes. Enable Row access and:

• Use access groups (e.g. Ops, Finance, Country X, Country Y) and assign rows to these groups.

• Or use the “only show users rows they are found in” option with a user field column, so users only see rows where they are explicitly listed.

Q: How do registers support KPIs?
A: Registers store the underlying data (statuses, dates, scores, etc.). You can then:

• Use views, filters and grouping to monitor overdue items, risk levels, training gaps and more.

• Combine register views with dashboard shortcuts in Work Hub to give management quick visibility of the key metrics (for example, “Overdue suppliers” or “High risks”).

If you’d like, I can next turn this into a shorter “User quick guide” version, or split it into separate “Admin configuration” and “Everyday user” documents using the same structure.