1. Welcome
As Staff, you focus on reading and confirming procedures, and keeping your training records up to date.
- Read the pharmacy’s procedures and information (SOPs, work instructions and information posters)
- Confirm that you have read and understood each one when asked
- Upload your own training certificates or evidence when needed
2. What you can and cannot do
| Task | Can you do this? |
|---|---|
| Read SOPs, work instructions and information posters | Yes |
| Confirm that you have reviewed a document | Yes |
| Upload your own training certificates | Yes |
| Ask the AI Assistant questions about approved procedures | Yes |
| Set a Login PIN and extra login security (My profile) | Yes |
| Create or change procedures | No |
| Approve or reject documents | No |
| View the risk register, reports or activity logs | No |
4. How to Sign In
Open the Regulix eQMS login page in your web browser (use the link your pharmacy gave you).
Enter your work email and password. If you have set a Login PIN, you can use that instead of your full password.
If a security check appears (for example “I am not a robot”), complete it.
If your pharmacy uses an extra security step, open your authenticator app on your phone and type the 6-digit code. If you cannot use your phone, use one of your recovery codes instead.
Click Login. You should see your Staff home page (Dashboard).
If you cannot sign in
- Check that Caps Lock is off and that you are using the correct email.
- Use Forgot password or Forgot PIN on the login page — you will get an email with reset instructions.
- If your account has been switched off, ask an administrator to reactivate it.
- If the security code keeps failing, wait a minute for a fresh code, or ask an administrator to reset the extra security step on your account.
Working at more than one pharmacy
If you are linked to more than one pharmacy, check the pharmacy name at the top of the screen after you sign in. Switch to the right pharmacy before you review documents, so you only see the procedures for that premises.
Signing out
When you finish, click Logout at the bottom of the left-hand menu. Do not leave your account open on a shared computer.
5. Your Dashboard
The Dashboard shows how many SOPs, work instructions and information posters still need your review. Click a card to open that list.
When you sign in, a message may appear called Documents Awaiting Your Review. This lists items you still need to confirm. Open one from the list to start reading it.
If you work at more than one pharmacy, the list may show which pharmacy each document belongs to.
6. How to Review a Document
When a new or updated procedure is ready for staff, you will be asked to read it and confirm that you understand it. This shows your pharmacy that you have been informed.
Steps
Go to Documents and choose SOPs, Work Instructions or Information Posters — or open an item from the Documents Awaiting Your Review message.
Use the filters if you like:
- Pending Review — still to do
- Overdue — late
- Reviewed — already done
- All — everything
Open the document and read it carefully from start to finish.
Tick the box to confirm you have read and understood it.
Click the button to complete your review. Your status should change to Reviewed.
Good to know
- You only need to review the current approved version. Older versions are kept for the pharmacy’s records.
- If a document has been archived (taken out of day-to-day use), you cannot review it.
- A record is kept of who confirmed the document and when — this helps the pharmacy show that staff have been trained on the latest procedures.
- If a procedure is updated later, you may be asked to review it again.
7. How to Upload Training Evidence
Use Training Documents to store certificates or other proof of training you have completed (for example a course certificate).
Steps
Open Documents → Training Documents.
Enter a clear title (for example “First Aid certificate – March 2026”).
Choose your file. You can upload PDF or common image types (JPG, JPEG, JFIF, PNG or WEBP). The file must be 5 MB or smaller.
Submit the upload. Your Responsible Pharmacist and Superintendent Pharmacist are told by email.
You can open your own uploads again from the same list whenever you need them.
Tips
- Use a clear title so managers can find the right certificate quickly.
- If the upload is refused, check the file type and that it is not larger than 5 MB.
8. Emails You May Receive
Keep an eye on your work email. You may receive:
Please complete pending reviews promptly so your pharmacy’s training records stay up to date.
| When | What the email is about |
|---|---|
| A procedure is newly approved or updated | You are asked to review the document |
| You still have reviews waiting | A weekly reminder about outstanding acknowledgements |
9. Asking the AI Assistant
The AI Assistant can help you find answers from your pharmacy’s approved procedures. As Staff, you can ask questions only — you cannot use it to write or change documents.
Steps
Click AI Assistant at the top of the screen.
Type your question in plain English (for example “What should I do if a fridge temperature is out of range?”).
Send the question and read the answer carefully.
If sources are shown, open them to check the original procedure.
Important
- Never type patient names, NHS numbers, or other personal health details into the Assistant.
- The Assistant is a helper only. Always follow the official approved procedure if anything is unclear.
- If the Assistant is unavailable, ask your manager or administrator — it may need to be switched on or topped up for your organisation.
10. Keeping Your Account Safe
You can protect your account with a Login PIN and an optional extra security step. Both are managed under My profile in the left-hand menu.
Login PIN
Open My profile.
Find Login PIN, enter a PIN you will remember, confirm it, then save.
Next time you can sign in with your email and PIN instead of your full password.
If you forget your PIN, use Forgot PIN on the login page.
Extra security step (authenticator app)
Your pharmacy may ask you to use an authenticator app (for example Google Authenticator or Microsoft Authenticator). This means after your password or PIN you also enter a short code from your phone.
Open My profile and choose Enable under the security section.
Scan the QR code with your authenticator app (or type in the setup key if you prefer).
Enter the 6-digit code shown in the app and confirm.
Save the recovery codes somewhere safe (not on a sticky note by the computer). You need them if you lose your phone.
Common problems and tips
| Problem | What to try |
|---|---|
| I cannot log in | Check your email and password or PIN, then try Forgot password / Forgot PIN. Ask an administrator if your account may be inactive. |
| I am seeing the wrong pharmacy’s documents | Switch pharmacy at the top of the screen. |
| I cannot see a new procedure | Staff only see it after it has been approved. Ask your RP or SP if you think something is missing. |
| My upload was refused | Use PDF or an allowed image type, and keep the file at 5 MB or under. |
| The security code is not working | Wait for a new code, try a recovery code, or ask an administrator to reset security on your account. |
| The AI Assistant will not answer | Tell your manager. Do not enter patient details into it. |
| I need a quick answer | Open Help support and check the FAQ first. |
Need more help?
Open Help support from the bottom of the left-hand menu.
Read the FAQ first — many common questions are answered there.
If you still need help, fill in the contact form with a short subject and a clear description of the problem.
You may attach one screenshot (PNG, JPG, GIF or WEBP, up to 2 MB). Do not include patient or personal health information.
Send the message. Support will reply to your account email.
For day-to-day pharmacy questions about a procedure, speak to your Responsible Pharmacist or Superintendent Pharmacist first.
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