Getting started with AmpliFlow - complete onboarding guide for new customers

You just got access to AmpliFlow. A new system, lots of features, and expectations to get productive fast. This guide removes the uncertainty.

We walk through exactly what to do in the first weeks, in what order, and why. You will learn to log in and configure basic settings (30 minutes), create users and manage permissions (1-2 hours), get to know the core features (2-3 hours), and set up the foundation for ISO 9001 (4-6 hours). We also show the common mistakes other new customers made - so you can skip them.

This guide is written for administrators and quality managers responsible for setting up AmpliFlow. No prior experience with the system is needed.

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Phase 1: Getting started - first login and organization settings

First login

Your contact person gave you a link to your AmpliFlow environment. It looks like this: https://yourcompany.ampliflow.com

Step by step:

1. Open the link in any browser
2. Enter your username and temporary password (sent via email)
3. Click your username once logged in
4. Change to a strong password only you know
5. Save

Why change your password right away? The temporary password was sent via email, which means others may have seen it. A personal password protects your data.

Understanding your role

You were assigned the administrator role on first login. This means you:

• See all features in the system
• Can create new users
• Can assign permissions
• Can configure organization settings

Other users only see the features they have permission to access. That is why it is important to understand how permissions work before inviting the rest of the team.

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Phase 2: Basic configuration - users, roles, and permissions

How permissions work in AmpliFlow

AmpliFlow uses a role-based system with three levels:

Level 1: Global roles (apply to the entire system)

• Administrator - Full access to everything, can assign permissions
• User - Base level, only sees what they have been given access to

Level 2: Function roles (apply to specific areas like Stakeholders or Deviations)

• Owner - Full access to the function, can assign permissions
• Editor - Can create and modify data
• Viewer - Can only view information

Level 3: Team-based roles

• When you add a user to a team, they automatically get the team’s permissions
• The Everyone option is a global setting - not a specific team but a toggle that grants permission to everyone in the organization

Important: When you activate a new feature, only administrators see it at first. To make it visible in the menu for others, grant them at least viewer permission.

Create your first users

Step by step:

1. Go to Administrator in the top menu bar
2. Select Users
3. Click Add user
4. Fill in:
   • Name and email address
   • Role (start with “User” for most people)
   • Team (if you have created teams already)
5. The user receives a welcome email with a link and temporary password

Tip: Start with 2-3 pilot users who can help test the system before inviting the whole organization.

Setting up teams

Teams make it easier to manage permissions for groups of people.

Common teams for ISO work:

• Quality Management - People responsible for the quality system
• Management Team - Needs read access to most features
• Auditors - Access to deviations, internal audits, and improvements
• Department Managers - May need different permissions depending on their department

Create a team:

1. Go to Administrator > Teams
2. Click Add team
3. Name the team (e.g. “Quality Management”)
4. Add members
5. Save

Assigning permissions to features

When you want users to access a specific feature:

1. Open the feature (e.g. Deviations)
2. Click the three dots in the top right corner
3. Select Permission settings
4. Add:
   • Teams (easiest for groups)
   • Individual users (for special cases)
5. Select a role (Owner, Editor, or Viewer)
6. Save

Example: To let everyone in the organization read your procedure documents:

• Go to Pages (documentation feature)
• Select Everyone as Viewer
• Now everyone sees the documentation in the menu

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Phase 3: Get to know the core features

Now that you have users and permissions in place, it is time to explore what AmpliFlow can do.

Pages - your documentation and processes

What is Pages? This is where you store all documentation: policies, process descriptions, instructions, and procedures. Pages replaces old Word documents and file servers.

Why use Pages:

• Everyone always sees the latest version
• Built-in change history - you can see who changed what and when
• Easy to link between documents
• Permissions can be set per folder

To get started:

1. Create a folder structure (e.g. “Management System”, “Processes”, “Instructions”)
2. Write a first document (keep it simple - e.g. “How we use AmpliFlow”)
3. Give Everyone viewer permission to your documentation

Checklists and procedures

What are checklists? Templates for recurring tasks. Examples: onboarding new employees, equipment maintenance, monthly quality checks.

How it works:

1. Create a checklist template with all the steps
2. Assign each step to a team
3. When someone starts a checklist from the template, the right people automatically get their tasks

Users only see their own steps in a checklist. If a checklist has 10 steps but you belong to the teams for steps 3 and 7, you only see those two steps.

Tips for your first checklist:

• Pick a simple routine you already have (e.g. monthly report)
• Create the template with 3-5 steps
• Test by starting a checklist to verify the right people get their tasks
• Adjust and refine

Deviations and improvements

What are deviations? When something goes wrong or does not follow your procedures, you register a deviation. AmpliFlow helps you track, analyze, and fix the problem.

The basic flow:

1. Someone discovers a problem and registers a deviation
2. A responsible person is assigned to investigate the cause
3. You decide on corrective actions
4. You verify that the actions worked
5. You close the deviation when everything is resolved

Why this matters for ISO: ISO 9001 requires systematic handling of non-conformities and continuous improvement. AmpliFlow gives you traceability and evidence for the auditor.

To get started:

• Create a test deviation to see how the flow works
• Decide who should be allowed to register deviations (everyone? only managers?)
• Decide who is responsible for follow-up (often the quality manager)

Other important features

Risk management - Identify, assess, and manage risks in your operations.

Stakeholder analysis - Map your stakeholders and their requirements.

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Phase 4: Quick start for ISO 9001

Now the foundation is in place. Here is the recommended order for building a working ISO 9001 system in AmpliFlow.

Week 1: Basic structure and documentation

The first week is about getting the foundation right. Start by setting up your organization structure and creating teams that reflect how you work. Invite a pilot group of 3-5 people to test everything before opening up to the whole organization.

Once the organization is set up, create a folder structure in Pages for your documentation. A common structure has separate folders for Management System, Policies, Processes, and Instructions. Add your most important existing documents - quality policy, quality objectives, and organization chart are good starting points. End the week by giving Everyone viewer permission so everyone can find the documentation.

Week 2: Context and stakeholders

ISO 9001 requires you to understand your organization’s context and stakeholder requirements. In practice, this means knowing who affects your business and what they expect.

Start by activating the Stakeholder Analysis feature in AmpliFlow. List your key stakeholders - typically customers, suppliers, authorities, owners, and employees. For each stakeholder, document their requirements and expectations. Link these requirements to your processes so it becomes clear how you meet them in daily work.

Week 3: Processes and risks

Week three focuses on mapping how work actually gets done and what risks exist.

Start with processes. Most companies have 3-7 core processes. Map them by creating process descriptions in Pages and linking each process to a responsible person. It does not need to be perfect from the start - a simple description of what is done, by whom, and in what order is enough.

Once processes are documented, activate Risk Management. Go through each process and identify what could go wrong. Assess each risk by evaluating probability and impact. Decide what preventive actions are needed for the most important risks.

A practical tip: book a workshop with your management team to identify risks together. Enter the results directly into AmpliFlow during the meeting.

Week 4: Competence and training

ISO 9001 requires employees to have the right competence for their tasks. You need to know what competences are required, who has them, and how to fill any gaps.

Start by creating a competence list of the skills needed in your organization. Link each competence to relevant positions - a production manager may need different skills than a salesperson. When the structure is in place, register which employees have which competences. This gives you a clear picture of gaps and where training is needed.

Weeks 5-6: Deviations and improvements

Now it is time to set up deviation management - one of the most important tools for continuous improvement.

Start by configuring the types of deviations you want to track. Common categories are product deviations, process deviations, and customer complaints. Create an impact matrix to assess how serious each deviation is - this makes it easier to prioritize.

Decide who in the organization should review and approve deviations. Often this is the quality manager or department head. End by training the team on how to register deviations - if it is too complicated, people will not use the system.

Weeks 7-8: Procedures and checklists

The final weeks focus on automating recurring tasks with checklists.

Start by identifying which routines are repeated regularly. Typical examples include onboarding new employees, monthly reviews, equipment maintenance, internal audits, and management reviews. Pick one to start with - preferably something simple with clear steps.

Create a checklist template by breaking the routine into concrete steps. Assign each step to the responsible team. Once the template is done, test it by starting a checklist and going through the full flow. Adjust based on how it works in practice. When the first checklist works well, move to the next routine.

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Phase 5: Best practices and common mistakes

Mistake 1: Inviting the whole organization on day one

Why it is a problem: Without proper permissions and structure, you create confusion. Users see nothing in the menu and wonder if the system is broken.

Do this instead:

• Start with 3-5 pilot users
• Set up the basic structure and permissions
• Test the flows
• Invite everyone else once it works

Mistake 2: Not using teams for permissions

Why it is a problem: Assigning permissions to individual users quickly becomes messy.

Do this instead:

• Create teams based on roles and responsibilities
• Assign permissions to teams
• Add or remove users from teams when roles change

Mistake 3: Copying all old documents at once

Why it is a problem: Old documents often need updating. Copying everything creates the same mess as your old file server.

Do this instead:

• Start with the 10-15 most important documents
• Review and update them as you add them
• Add more documents gradually

Mistake 4: Skipping risk analysis and stakeholder analysis

Why it is a problem: These are ISO 9001 requirements. If you skip them, the auditor will flag it.

Do this instead:

• Book a workshop in weeks 2-3
• Create a simple first version
• Refine it later

Mistake 5: Not training the users

Why it is a problem: Users will not use the system if they do not understand the value or how it works.

Do this instead:

• Hold a 30-minute introduction for all new users
• Explain why you are using AmpliFlow
• Demonstrate the features they will use
• Follow up after a week

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Summary

You now have a complete plan for getting started with AmpliFlow. Day one: log in and change your password (30 minutes), create teams and invite pilot users (1 hour). Week one: set up documentation (2-3 hours). Week two: focus on context and stakeholders (4 hours). Week three: processes and risks (1 day). Week four: competence (4 hours). Weeks five to eight: deviations and checklists.

Total time from start to certification-ready: 3-4 months.

Ready to get started? Contact us for personal guidance through your first week, or try a free gap analysis to see where you stand today.