1. Welcome
This guide is for the Super Admin account on the admin panel (usually a web address ending in /admin). Super Admin has full system control. As Super Admin, you own the overall setup of Regulix eQMS for your organisation. You can do everything an Admin can do, plus:
- Create and manage other admin logins
- Create and manage admin roles (what each admin is allowed to open)
- Full Settings access — branding, organisation security, pharmacies, draft format, mail templates and AI credits
2. What you can and cannot do
| Task | Can you do this? |
|---|---|
| Portal Users (Staff, RP, SP, Risk View, Inspector) | Yes |
| Documents, Approvals (view), Risk, Logs | Yes |
| AI assistance (when credits available) | Yes |
| Administrators (other admin logins) | No |
| Roles (admin permissions) | No |
| Settings (branding, pharmacies, templates, AI credits, organisation 2FA) | Only if granted |
4. How to Sign In
Sign out with Logout when you finish. Do not leave Super Admin open on a shared computer.
Open the admin login page (usually ending with `/admin`).
Sign in with your Super Admin email and password, or Login PIN if set.
Complete any security check and authenticator code if asked.
You should see the Admin Dashboard with full System menus (Users, Administrators, Roles, Settings).
5. First-Time Organisation Setup
Do these once, in order:
Sign in as Super Admin.
Check Settings → General — app name, logo and organisation-wide extra login security.
Create portal users under Users — at least one Active SP (with GPhC number) and one RP, plus Staff as needed.
Add each premises under Settings → Pharmacies and assign users.
Optional: set Draft format, Mail templates, and buy AI credits.
Create any additional admin accounts under Administrators, with the smallest role they need.
Protect your own Super Admin login under My profile.
6. Manage Administrators (Super Admin Only)
Other people who need the admin panel get their own admin login — not a portal role.
Add an admin
Open Users & admins → Administrators (or Administrators).
Create a new admin (name, email, password).
Choose an admin role with only the menus they need (see Section 6).
Save.
Tell them to sign in on the admin login page (`/admin`), not the user portal.
Edit or remove an admin
Good practice: Do not share the Super Admin login. Create named admin accounts instead.
Open Administrators.
Find the person and Edit.
Update name, email, password, role or status as needed.
Reset their extra security step if they are locked out.
Only remove or deactivate an admin when they should no longer access the panel.
7. Manage Admin Roles (Super Admin Only)
Admin roles control which menus and actions other admins can use.
Open Users & admins → Roles.
Create or edit an admin role.
Tick only the permissions that person needs (for example Users, Documents, Logs — not everything).
Save.
Assign that role to an admin under Administrators.
8. Settings
Open Settings from the left menu. Some saves may ask you to re-enter your admin password.
A. General (Branding + organisation security)
Open Settings → General.
Branding tab: set App name, logo, favicon, theme and login page colour.
Two-Factor Auth tab: turn organisation-wide extra login security On if everyone must use a phone code at login; turn Off if codes should not be asked (even for people who already set it up).
Save each form you change.
B. Pharmacies (premises + Inspection Pack identity)
Each premises has its own profile, assigned users, and its own documents / risks / dashboards. Completing pharmacy details keeps Inspection Pack ready in the user portal. Before you start: create Active SP and RP users under Users, with GPhC numbers filled in where required.
Open Settings → Pharmacies.
Add / Create a premises, or Edit an existing one.
Under Premises, fill Pharmacy Name and Premises GPhC Number (required). Add Trading Name, Phone and Email if you have them.
Under Address, fill Address Line 1, City and Postcode (required). Address Line 2 is optional.
Under Responsible Pharmacists, choose Superintendent Pharmacist (required). Optionally choose Default Responsible Pharmacist.
Assign Staff / RP / SP / Risk View users to this pharmacy as needed.
Optional: upload a pharmacy logo (JPG/PNG).
Save. Confirm the pharmacy shows as Complete / Active.
C. Draft format
Open Settings → Draft format.
Edit the default layout that appears when someone creates a new SOP, Work Instruction or Information Poster.
Save.
Next time anyone clicks Create on a controlled document, this template is pre-loaded.
D. Mail templates
If emails stop sending, check mail configuration with your platform / hosting administrator.
Open Settings → Mail templates.
Open the email you want to change (for example approval or review notices).
Edit the text and merge fields as needed.
Preview, then Save.
E. AI credits
Credits power AI Assistant (Ask / Draft), Verify with AI, and Duplicate content check for the whole organisation. Never put patient names or other personal health data into AI.
Open Settings → AI credits.
Check the remaining balance, low-balance warning and recent usage.
Choose a credit pack (or custom amount) and complete purchase.
Listed prices are in GBP exclusive of VAT; tax is calculated at checkout where applicable.
After payment succeeds, the balance updates and AI features can continue.
9. Portal Users, Documents, Approvals, Risk and Logs
These work the same as for Admin. In short:
Remember:
- Final Approve / Reject / Amend is SP-only in the user portal.
- After changing a portal user’s role, ask them to log out and log back in.
- For Inspection Pack readiness: complete Pharmacies details and keep SP/RP GPhC numbers up to date.
| Task | Where |
|---|---|
| Add Staff / RP / SP / Risk View / Inspector | Users |
| Create or edit procedures | Documents |
| Watch SP approval progress (view only) | Approvals |
| View / download risk PDFs | Risk Register |
| Audit trail | Logs |
10. Protect Your Super Admin Login
Because Super Admin can change the whole system, protect this account carefully.
If another trusted Super Admin exists, they can help reset your security step if you are locked out. Keep at least one recovery path documented for your organisation.
Open My profile.
Turn on the authenticator app security step and store recovery codes safely.
Set a Login PIN if you want faster sign-in.
Do not share this login.
Prefer named admin accounts with limited roles for day-to-day work.
11. Quick Goal Finder
| I want to… | Where to go |
|---|---|
| Add another admin login | Administrators |
| Change what an admin can open | Roles, then assign under Administrators |
| Turn organisation security on/off | Settings → General → Two-Factor Auth |
| Change branding / logo | Settings → General → Branding |
| Add or edit a pharmacy | Settings → Pharmacies |
| Buy AI credits | Settings → AI credits |
| Change the blank Create template | Settings → Draft format |
| Change email wording | Settings → Mail templates |
| Add a portal user | Users |
| Create an SOP | Documents → SOPs → Create |
| See what is waiting for SP | Approvals → Pending |
Common problems and tips
| Problem | What to try |
|---|---|
| Admin cannot see Settings / Users | Edit their admin role under Roles and assign the right permissions |
| Cannot create Administrators or Roles as a normal Admin | Expected — Super Admin only |
| Pharmacy SP/RP list is empty | Create Active SP/RP users under Users first |
| Cannot add another pharmacy | Check licence limits; deactivate unused pharmacies |
| System is read-only | Licence may be expired or restricted — renew to restore create/edit |
| Inspection Pack warnings | Complete Settings → Pharmacies; add GPhC on SP (and RP) user records |
| Emails are not sending | Check mailer / from-address configuration with your platform administrator |
| AI does nothing | Buy credits under Settings → AI credits |
| Someone expected Approve buttons in admin | Correct that they must use SP in the user portal |
Need more help?
Open Help support from the sidebar.
Read the FAQ first.
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.
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