Getting Started with LabHQ

Welcome to LabHQ LIMS. This guide is designed to help you set up the system and begin using it confidently without the need for user training.

Most labs complete the initial setup in 15-30 minutes.

Before You Begin

When your LabHQ environment is created, we set up the first user account for your organization. This user is a system administrator and will have full control over system configuration, users and permissions.

All other users are created and managed by your organization.

Step 1: Activate Your User Account

You will receive an email invitation to activate your user account.

1. Open the verification email.
2. Click on the verification link in the email.
3. Set your password.
4. Log in to the system using your email address and new password.

Step 2: Complete Organization Information

After your first login, the system administrator should complete the organization profile. This information is used throughout the system and appears on reports.

What to enter

• Address (street, city, region, postcode, country)
• Telephone number
• Organisation logo

How to do it

1. Go to the Administration menu and select More Settings.
2. Find the Organization menu and select Configure.
3. Enter your organization's contact details.
4. Use the report preview to check how your address will appear on generated reports.
5. Select Save.
6. Follow the logo upload wizard to add your organization's logo.

Logo recommendations

• Use a transparent logo (PNG or SVG recommended) so it displays correctly on different backgrounds.
• Avoid logos with fixed white or dark backgrounds.
• Ensure the logo is clear and readable at smaller sizes.

The uploaded logo will be displayed in the main LabHQ application and portal.

Why this matters

• Organization details are automatically included on reports.
• The preview helps ensure address formatting is correct.
• A company logo ensures consistent branding across the application and portal.

Step 3: Review & Configure App Settings

Next, review your application settings to ensure the system behaves correctly for your organization.

How to do it

1. Go to the Administration menu and select More Settings.
2. Find the Settings menu and select Configure.

Locale & Scheduling

• Select GB or US date format
• Confirm working days of the week

Compliance & Quality Controls

Configure the following options based on your lab policies:

• Electronic signatures
• Requirement to provide a reason for change
• Independent verification of test results
• Skip test verification for results that are within specification

Automation & Records

• Enable automatic saving of the job submission summary following job submission

Security

• Enforce multi-factor authentication (MFA) for all users

These settings can be updated later, but reviewing them now helps prevent rework.

Step 4: Add User Accounts

Once your organization and app settings are complete, you can add additional users to the system. User accounts and permissions control access to the system, accountability, and how names appear on reports and in the audit trail.

How to do it

1. Go to the Administration menu and select User Accounts.
2. Select Create User Account in the top right.

User information to complete

For each user, enter the following details:

• Username
  • Can be the same as the email address
  • Must meet character length requirements
• Email address
  • Used for login, verification and notifications
• First & last name
  • Displayed in report signatories
  • Recorded in the audit trail, as well as username
• Job title
  • Used in report signatories and approvals

Assign permissions

Permissions are assigned individually per user. There are no default roles applied automatically.

Permissions are grouped into categories:

• Administration
  • User and security management, global controls
• Setup
  • Configuration of test methods, products etc.
• Application
  • Day-to-day use of the system (e.g. job submission, result entry, sample approval)
• Modules
  • Access to specific modules and functions within the modules

Review each category and enable only what the user needs to perform their role.

Assign clients

Users can be restricted to specific clients.

Client assignment can be done in two ways:

• From the user account, by selecting which clients the user can access.
• From the client, by selecting which users are assigned to that client.

The available option depends on which entity (user or client) was created first. This flexibility allows you to control data visibility as your setup evolves.

Invite the user

Once details and permissions are set, save the user account. The user will automatically receive an email to verify their account and set their own password before logging in.

Why this matters

• User names and job titles appear on reports and approvals.
• All actions are recorded in the audit trail against the user.
• Granular permissions support compliance and security.
• Client assignment ensures that users only see relevant data.

Step 5: Setup Test Methods

Test methods define what is measured, how results are captured and what is reported to the customer.  Setting up test methods early ensures consistent data entry and accurate CoAs.

How to do it

1. Go to the Setup menu and select Test Methods.

Test method details

Each test method includes the following core information:

• Name
  • A clear, recognisable name for the test (e.g. Moisture Content, pH, Particle Size).
• Description (optional)
  • Additional context about the test method, such as standards followed or internal references.

Workbook notes

• Workbook notes appear on the printed workbook for this test method.
• Use these notes for brief instructions, reminders or references needed during testing.

Inputs

Input fields define what data users must enter when performing the test.

• Inputs appear during results entry in LabHQ and/or on the printed workbook.
• Examples include measurements, observations or instrument readings.
• Inputs can be numeric, text or selection based.

These fields ensure consistent and structured data capture.

Outputs

Outputs define what is reported to the customer on the CoA.

• Outputs may be:
  • Direct values entered by the user, or
  • Calculated results based on one or more input fields

Only outputs are included on customer-facing reports.

Why this matters

• Ensures consistency across testing and reporting.
• Reduces manual calculations and transcription errors.
• Produces clear, standardised workbooks and CoAs.

Step 6: Setup Test Suites

Test suites allow you to group multiple test methods together so they can be easily assigned to samples as a single set. This helps streamline sample submission and ensures consistent testing across similar work.

How to do it

1. Go to the Setup menu and select Test Suites.

Test suite details

Each test suite includes:

• Name
  • A clear name that reflects the type of testing performed (e.g. Routine Quality Panel, Release Testing).
• Description (optional)
  • Additional context about when or why the suite is used.

Assign test methods

• Select one or more test methods to include in the suite.
• Test methods remain independent and can be reused across multiple test suites.

Why this matters

• Speeds up job and sample submission.
• Ensures consistent application of test methods.
• Reduces the risk of missing required tests.

Step 7: Setup Products

Products represent the materials or items being tested. They link together turnaround times, test suites and specifications so the system can calculate due dates and apply the correct acceptance criteria.

How to do it

1. Go to the Setup menu and select Products.

Product details

Each product includes:

• Name
  • A clear, recognisable name for the item being tested.
• Description (optional)
  • Additional context or identifying information.
• Turnaround time (days)
  • The expected number of days to complete testing. This is used to automatically calculate the sample due date.

Assign test suites

• Each product must have at least one test suite assigned.
• Test suites define which test methods are required for the product.
• Multiple test suites can be assigned if needed.

Specifications

Specifications define the acceptance criteria for test results.

• You can create more than one specification per product.
• Each specification has:
  • A name
  • A description (optional)

When a specification is created, the system automatically pulls in the relevant tests based on the product's assigned test suites.

Specification types

Specifications support multiple result types:

• Numeric specifications
  • Specification limits (minimum and/or maximum)
  • Optional warning limits within the specification range
• Text specifications
  • Target or expected values
• 2D specifications
  • Used to define an acceptable specification area

Why this matters

• Automates due date calculation.
• Ensures the correct tests are applied to samples.
• Supports consistent, repeatable result evaluation.
• Allows flexible specification management.

Step 8: Setup Clients

Clients represent the customers or organizations you perform testing for. Setting up clients allows you to control which products are available for testing and which users can view client-specific jobs and samples.

How to do it

1. Go to the Setup menu and select Clients.

Client details

Each client includes:

• Name
  • The official name of the client or organization
• Address details
  • Used for reports and correspondence
• Telephone number
  • A primary contact number
• Notes
  • Optional internal notes or additional context

Assign products

• Assign one or more products to each client.
• Products determine which tests and specifications are available when submitting jobs for the client.

Assign users

• Assign users to the client.
• Assigned users can view jobs and samples for that client.

This ensures users only have access to relevant client data.

Why this matters

• Controls data visibility and access.
• Simplifies job and sample submission.
• Ensures the correct products and tests are used per client.
• Supports confidentiality and compliance requirements.

Step 9: Submit Your First Job

With your setup complete, you're ready to submit your first job and start using LabHQ for real work. This step confirms that your configuration (products, tests, clients etc.) is working as expected.

What happens when you submit a job

Submitting a job typically involves:

• Selecting a client.
• Adding one or more samples.
• Assigning a product to each sample.
• Applying the required test suites.

Recommended first step

For your first submission, consider creating a test or internal job. This allows you to:

• Verify workflows and permissions.
• Confirm due dates and specifications are being applied correctly.
• Review reports before issuing results to clients.

After submission

Once the job has been submitted, you can:

• Track job and sample status.
• Enter test results.
• Verify and approve test results.
• Generate reports and CoAs.

Why this matters

• Builds confidence for day-to-day use.
• Helps identify any final setup adjustments early.

Getting Help

If you need assistance at any point:

• Browse the LabHQ Knowledge Base here.
• Review our FAQs here.
• Contact support through the portal.