System Settings

The System Settings page allows authorized users to configure organisation-wide behavior of LabHQ. These settings control how dates are displayed, how workflows behave, what compliance controls are enforced and how security features, such as MFA, are applied.

Changes made on this page affect all users within the organization unless otherwise stated.

Test link

Downloading Standard Templates

General

Locale

The Locale setting determines how dates and times are displayed throughout the system.

Available options

How to configure

1. Select either English (GB) or English (US) from the Locale drop down.
2. Review the preview to confirm how both date and time will appear.
3. Save the setting.

Preview example

GB: 31/12/2025 16:45

US: 12/31/2025 4:45 PM

Impact

• Affects how dates and times are displayed across the system and reports (e.g. timestamps, audit trails, CoAs etc.).
• Does not alter stored date/time values, only their presentation.

Timezone

The Timezone setting allows administrators to configure the timezone used throughout the application. This helps ensure that dates and times displayed within the system and on reports are accurate and consistent with your organization's local time.

LabHQ supports standard IANA timezone codes, e.g. Europe/London, America/New_York, Asia, Tokyo.

The default timezone is UTC.

Configuring the Timezone

To update the organization timezone:

1. Navigate to Administration > More Settings > Settings.
2. Locate the Timezone setting within the Application Settings section.
3. Select the required timezone from the dropdown list.
4. Save the changes.

The selected timezone will immediately apply across supported areas of the application.

How Timezones are Used

The organization timezone is used to control how dates and times are displayed within LabHQ.

This includes:

• Application dates and times
• Audit datetime stamps
• Reports generated from the application

Dates and times are always displayed using the configured organization's timezone, regardless of an individual user's local device timezone.

Audit

Audit records use the configured organization timezone for datetime stamps displayed in the audit trail.

However, audit summary dates and times are always stored and displayed in UTC.

Portal

The organization timezone setting does not apply to the Portal. The Portal uses the local date and time of the user's browser.

Working Days

This setting defines which days are considered working days when calculating sample due dates.

How to configure

1. Select the days of the week to include as working days (e.g. Monday - Friday).
2. Save the setting.

Impact

• Due date calculations will skip non-working days.
• Applies to sample receipt dates and turnaround times.

Update Frequency

This setting controls how frequently this organization should receive feature updates.

Latest

The organization will receive feature updates as soon as they are made available. The frequency of updates will vary. To see a the changes, visit the Change Log.

Quarterly

The organization will receive updates based on a quarterly release schedule. This is typically 4 times a year, Q1-Q4. To see upcoming changes, visit the Product Roadmap.

Note: All organizations will continue to receive continual service improvements, regardless of this setting. Continual service improvements may include, but are not limited to, security updates, bug fixes, performance enhancements, infrastructure maintenance, platform stability improvements, accessibility enhancements, and other changes required to maintain the reliability, availability, and security of the service.

Organization

Organization Information

The Organization Information section displays general information about your organization.

This information is managed by the LabHQ team and is provided for reference only. It cannot be edited within the application.

Subscription Information

The Subscription Information section displays details of your current LabHQ subscription, including your subscription tier and licensed user allowance.

This information is read-only and can be used to confirm which features and modules are available to your organization.

To change your subscription, please contact the LabHQ team.

Address

The Address section allows users with the Organization: Manage permission to maintain the organization's contact details.

How to configure

Enter or update the required address information:

• Address
• Town
• County
• Country
• Postcode
• Telephone Number

Save the changes to update the organization's details.

Impact

The configured organization address is used throughout LabHQ, including on generated reports and certificates where organization details are displayed.

Logo

The Logo section allows users with the Organization: Manage permission to upload or remove a custom organization logo.

Supported image formats include PNG, JPG, JPEG, BMP, GIF, TIFF and WEBP. The maximum file size is 2 MB.

How to configure

Select Start to launch the upload wizard.

• Browse for the required image.
• Crop and position the image as required.
• Review the preview.
• Select Finish and Upload to save the logo.

If a custom logo has already been configured, it can be removed from this section.

Impact

The uploaded logo is displayed throughout LabHQ and the LabHQ Client Portal where organization branding is supported.

Security

Enforce MFA

This setting controls the use of MFA across the organization.

When enabled

• All users are required to use MFA when signing in.
• MFA methods include:
  • Authenticator app
  • Email verification

Impact

• Enhances account security.
• Applies organization-wide and cannot be bypassed by individual users.

Require E-Signature

This setting enables electronic signatures for regulated actions such as sign-offs and approvals.

When enabled

• Users must provide credentials (e.g. password) when:
  • Submitting results
  • Verifying tests
  • Approving samples
  • Publishing data

Impact

• Supports regulatory compliance (e.g. 21 CFR Part 11).
• Signature records include user, date/time and action performed.

Require Reason for Change

The Reason for Change setting enforces justification when users modify existing data.

Configuration options

• Disabled: No reason required.
• Enabled - Free text: Users must enter a written explanation.
• Enabled - List: Users select a reason from a predefined list.

List configuration

List values are managed via List setup. See Lists user guide.

Impact

• Applies to edits of existing records (e.g. results, sample details).
• Reasons are captured in the audit trail.

Workflow

Auto-Save Job Submission Summary

This setting automatically retains a record of job submissions.

When enabled

• A copy of the Job Submission Summary is automatically saved to the Job Attachments upon job submission.

Impact

• Provides a permanent, auditable record of submitted job details.
• Supports traceability and review.

Skip Verification When Results are Within Specification

This setting optimises workflow by conditionally skipping verification.

When enabled

• If all results for a test are within specification, the verification step is automatically skipped.
• If any result is out of specification, verification is still required.

Impact

• Reduces processing time for compliant results.

Require Independent Verification

This setting enforces separation of duties during test verification.

When enabled

• The user who entered and submitted test results cannot verify their own work.
• Verification must be performed by a different authorized user.

Impact

• Prevents self-verification.
• Strengthens data integrity and compliance.

Prevent Editing After Approval

This setting controls whether approved jobs and samples can be edited.

When enabled

• Approved jobs and samples become read-only.
• Changes require approval to be reverted before editing can take place.
• Once re-approved, editing is again restricted.
• Adding or editing attachments remains permitted.
• Managing sample investigations remains permitted.
• Updating stock usage on tests remains permitted.

Impact

• Protects the integrity of approved data.
• Prevents changes to approved jobs and samples without first reverting approval.

Enable DOCX Certificate Generation

This setting controls whether certificates can be generated as Microsoft Word (.docx) documents in addition to the default PDF format. Enabling this option allows users to choose the output format when generating job and sample certificates.

How to configure

Use the Enable DOCX Certificate Generation switch to enable or disable the setting.

• Off (Default): Certificates are generated as PDF only.
• On: Users can choose to generate certificates as either PDF or Microsoft Word (.docx).

Save the setting to apply the change.

Impact

When enabled:

• Users can select either PDF or DOCX when generating or regenerating job and sample certificates.
• Microsoft Word certificates retain the report layout, tables and formatting while allowing the document to be edited after generation.
• Word certificates support embedded images and charts, enabling photographs, instrument outputs and other visual content to be included within the certificate.

Certificate previews are always displayed as PDF, regardless of the selected output format.

Previously generated certificates remain in their original format. When downloading an existing certificate, the file is downloaded in the format in which it was originally generated.

Reports

The Reporting page allows administrators to manage report templates used throughout LabHQ. Templates can be downloaded, customized, uploaded and previewed before being used to generate reports.

Impact

Templates uploaded through this page become available when generating reports of the corresponding type throughout LabHQ.

If multiple templates exist for a report type, users can select the required template during report generation.

Labels

The Label Settings page allows administrators to configure how sample labels are generated for printing. It defines the label dimensions, print settings and Zebra Programming Language (ZPL) template used when labels are printed from LabHQ.

The configured label template is used whenever sample labels are generated.

Note: This page is intended for users familiar with Zebra label printers and Zebra Programming Language (ZPL).

Impact

The configured label template is used for all sample label printing within LabHQ. Any modifications to the template or configuration affect all subsequently generated labels for the organization.

Data Operations

Import Legacy Results

The Import Legacy Results operation allows historical result data from another LIMS or external system to be imported into LabHQ for use within the Trending module.

Imported data is used for historical analysis only and does not create jobs, samples or results within the LabHQ workflow.

Result Import Configuration

The Result Import Configuration page allows administrators to define how uploaded result files are mapped to LabHQ. Mappings determine how CSV columns correspond to sample identifiers, test methods and result inputs when importing results.

Saving Changes

1. Review all configuration changes carefully.
2. Select Save to apply settings.
3. Some changes might require you to log out and back in to take effect.