System Settings

The Application 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.

General Settings

Locale & Date Format

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.

Compliance & Audit Controls

E-Signatures

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.

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.

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.

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.

Job & Workflow Automation

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.

Sign In & Security

Multi-Factor Authentication (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.

Advanced Settings

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.

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.