User Account Management

Access to the LabHQ application can be managed through user accounts. As well as granting access to the application, user accounts also help control which functions are available to certain people and data visibility in the sample lifecycle.

Contents

Creating a User Account

Account Verification

Disabling a User Account

Re-enabling a Disabled User Account

Archiving Accounts

Reinstating Archived User Accounts

Password Reset

Changing Account Passwords

Multi-factor Authentication (MFA)

Reset User Authenticator

Creating a User Account

To create a new user account in LabHQ:

  1. Select Administration from the sidebar or select the administration icon (cog) from the top toolbar.
  2. From the Administration screen, select the [ Configure ] button next to User Accounts.

User Details

  1. Enter the user details:
    1. Username – A unique identifier that will be used for log in.
    2. Email – The email address that should be used for account verification and for receiving email notifications from the LabHQ app.
    3. First name
    4. Last name
    5. Job title

Permissions

  1. Under the Permissions section, select the account type as User or Administrator. Standard user accounts can be assigned individual user permissions depending on their role and needs in LabHQ, whereas administrator users automatically receive full access to all functions of the system

ℹ️ The administrator account type is suitable for LIMS administrators responsible for management and configuration of the system where they require frequent access to setup functions, such as user account management.

  1. If the account type is set as a standard user, you will need to assign individual permissions to the account. Permissions are organized by functional area, including Administration, Setup and Application. Permission levels are available for some administration and setup functions:
    • Manage – Permission to create/edit data and save in draft.
    • Publish – Permission to publish draft data for use.
    • Delete/Archive – Permission to remove data that is no longer required.

ℹ️ User accounts are archived rather than deleted. This means that old user accounts may be retrieved and reinstated following archive.

Test methods, test suites and products are managed via the same permission, therefore if you are granted access to test method management you will also be granted permission to manage test suites and products too.

Individual permissions are available for each of the sample lifecycle functions, including job submission, sample receipt, result entry, test verification and sample approval. Where users are responsible for only certain parts of the sample workflow, such as analysts entering results, individual lifecycle functions can be assigned accordingly.

Clients

  1. Under the Clients section, visibility of the client data can be limited to certain user accounts.
    1. You can use the search box to filter the client list showing in the Available Clients box
    2. From the Available Clients box, select the client(s) to assign using the > button. The double arrow >> button can be used to assign all clients from the current filtered selection or all clients if no filter is active

ℹ️ Assigning clients to a user account grants the user access to all job/sample data submitted by these clients.

  1. Once account creation is complete, select the [ Create ] button. A prompt should show the user account as successfully created and confirmation that a verification email has been sent to the new user’s email address.

Account Verification

Before a new user can access the LabHQ application, they must verify their account and create a password. When a new account is created, a verification email will be sent automatically to the registered email address of the user account. The verification email will be sent from notifications@labhqlims.com with the subject, LabHQ: Update your account.

The verification email contains a link to verify your email address and take you to password setup. To verify your email address, click on the [ Update My Account ] button within the email. This will automatically open the LabHQ instance that your user has been invited to join. Click on the [ Verify Email ] button on the action page. You will be prompted to set a new password. Enter the password twice to confirm and then click on the [ Submit ] button.

ℹ️ LabHQ has a password policy that cannot be changed. This is to ensure maximum security in the app. Your password cannot be your username/email and the below restrictions are in place:

  1. One uppercase character
  2. One special character
  3. One lowercase character
  4. One numeric character
  5. Minimum length of 8 characters
  6. Can’t be a recently used password

Once you have set a password, you should see confirmation that your account has been successfully updated. Click on the [ Return to LabHQ ] button.

Once the account has been successfully verified, users can log in to the application using their account username and password.

Disabling a User Account

User accounts can be temporarily disabled to prevent access to the system for certain individuals. While an account is disabled, the user will be prevented from logging in to the system. To disable a user account manually:

  1. Select Administration from the sidebar or select the administration icon (cog) from the top toolbar.
  2. From the Administration screen, select the [ Configure ] button next to User Accounts.
  3. Click on the options menu to the right of the user account you wish to disable (3 dots) and then click Disable Account.
    1. Alternatively, you can select the user account from the main menu which will take you to the Edit user account screen. Click on the options menu in the top right and then click Disable account.
  4. Enter a reason where prompted and click the [ OK ] button (if applicable).
  5. Once complete, the user account will be tagged with a Disabled marker.

Disabled user accounts must be re-enabled by an administrator, or user with relevant permissions, before the user can log in to the system again.

User accounts can be temporarily disabled if incorrect credentials are entered too many times; however, the account will be automatically unlocked after a short time.

Re-enabling a Disabled User Account

If a user account has been manually disabled via the user accounts screen or the account has been automatically disabled following failed log in attempts, the account may be re-enabled via the User Accounts screen. To re-enable an account and allow the user access to the system again

  1. Select Administration from the sidebar or select the administration icon (cog) from the top toolbar.
  2. From the Administration screen, select the [ Configure ] button next to User Accounts.
  3. Click on the options menu to the right of the user account you wish to enable (3 dots) and then click Enable Account.
    1. Alternatively, you can select the user account from the main menu which will take you to the Edit User account screen. Click on the options menu in the top right and then click Enable Account.
  4. Enter a reason where prompted and click the [ OK ] button (if applicable).
  5. Once complete, the Disabled marker will be removed from the user account and the user will be able to log in again.

ℹ️ After an account has been re-enabled, users will be expected to log in using the previous password that was associated with their account before it was disabled. If this password is not known, a password reset email can be sent to the user. See Password Reset for more information.

Archiving Accounts

If an individual leaves the company and therefore no longer require access to the system, user accounts may be archived. As well as preventing the user from logging in, archiving also removes the individual as an active LabHQ user. To archive a user account:

  1. Select Administration from the sidebar or select the administration icon (cog) from the top toolbar.
  2. From the Administration screen, select the [ Configure ] button next to User Accounts.
  3. Click on the options menu to the right of the user account you wish to archive (3 dots) and then click Archive Account.
    1. Alternatively, you can select the user account from the main menu which will take you to the Edit User Account screen. Click on the options menu in the top right and then click Archive account.
  4. Enter a reason for change where prompted (if applicable).
  5. Enter your password where prompted to sign off the change and then click the [ OK ] button (if applicable).
  6. Once complete, the user account will be tagged with both Disabled and Archived markers.

Archived user accounts are removed from the main user account list, however archived user accounts may still be viewed by checking the Show archived user accounts checkbox on the User Accounts screen.

Reinstating Archived User Accounts

If a user account has been incorrectly archived or an individual has returned to the company and requires access to LabHQ again, it is not necessary to create a new account for the user. Archived user accounts can be reinstated to allow the user access to the system again. To reinstate an archived user account:

  1. Select Administration from the sidebar or select the administration icon (cog) from the top toolbar.
  2. From the Administration screen, select the [ Configure ] button next to User Accounts.
  3. Check the Show archived user accounts setting.
  4. Click on the options menu to the right of the user account you wish to reinstate (3 dots) and then click Reinstate Account.
    1. Alternatively, you can select the user account from the main menu which will take you to the Edit user account screen. Click on the options menu in the top right and then click Reinstate Account.
  5. Enter a reason for change where prompted (if applicable).
  6. Enter your password where prompted to sign off the change and then click the [ OK ] button (if applicable).
  7. You should then see confirmation that the account has been successfully reinstated and a password reset email has been sent.

Reinstated users are required to set a new password, therefore a password reset email will be sent to the user’s email address automatically. See Password Reset for more information.

Password Reset

If a user forgets their current password and needs to set a new one, a password reset email can be sent directly to the user’s email address. The email will contain a link for the user to set up a new password.

To request a password reset for your own user account:

  1. Go to the LabHQ log in screen.
  2. Click on Forgot Password?.
  3. Enter the email address associated with your LabHQ account and then click the [ Submit ] button. You should see confirmation that a password reset email has been sent.
  4. Go to your email inbox and find the email from notifications@labhqlims.com with subject: LabHQ: Reset your password.
  5. In the email, select the [ Reset Password ] button. This should automatically open the LabHQ reset password screen.
  6. Enter a new password and then re-enter it again in the field below.
  7. Select the [ Submit ] button. You should see confirmation that your password has been successfully reset.
  8. Select the [ Return to LabHQ ] button to return to the log in page.
  9. Log in to the application using your existing username and new password.

As an administrator, or user will relevant permissions, you can also initiate a password reset on behalf of another user account. To initiate a password reset for another user:

  1. Select Administration from the sidebar or select the administration icon (cog) from the top toolbar.
  2. From the Administration screen, select the [ Configure ] button next to User Accounts.
  3. Click on the options menu to the right of the user account you wish to send a password reset for (3 dots) and then click Send Password Reset Email. You should see confirmation that a password reset email has been sent.

Changing Account Passwords

If you wish to change your password while logged into the application for security purposes, you can do so via the Change Password function.

  1. Once logged into the application, select your user logo in the top right-hand corner and click on [ Change Password ].
  2. Enter a new password and then re-enter the same new password again.

ℹ️ Password entries must match exactly. You will not be able to proceed until you have entered the password correctly both times.

  1. Click on the [ Submit ] button and you will be redirected back to LabHQ.

Multi-factor Authentication (MFA)

MFA is configurable via the user account menu once logged in which can be found by clicking the user logo in the top right.

In here you will see a drop-down list showing all possible MFA options available. Currently the available options are:

  1. Email: Selecting email will send a one time password to the email address associated with your LabHQ account on log in. You will be required to enter this every time you log in or change your password.
  2. Authenticator App: Selecting this option will enable you to use an authenticator application to produce a one time password on log in. Full instructions on how to set up the authenticator app can be seen on the log in page that requests this password when this option is selected.
  3. None: Selecting this option will turn off MFA for your account and you can simply log in with your standard username and password.

ℹ️ Your organization may choose to not allow you to turn off MFA in which case the "None" option will not be visible here.

Once you have selected your desired MFA option and clicked the save button you will be required to use the MFA option you have selected next time you log in.

Reset User Authenticator

If a user loses access to their MFA authenticator application then it may be required to reset this so the user can set up MFA again on their account.

To reset a users MFA authenticator:

  1. Select Administration from the sidebar or select the administration icon (cog) from the top toolbar.
  2. From the Administration screen, select the [ Configure ] button next to User Accounts.
  3. Click on the options menu to the right of the user account you wish to reset authenticator for (3 dots) and then click Reset User Authenticator. You should see confirmation that this has been done via an on-screen message.

ℹ️ The Reset User Authenticator option will only appear if a user:

  • Has MFA enabled
  • MFA is set to Authenticator app
  • Is not performing the action on their own account
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