The Onboarding Wizard

When you create a new organization, FlowQMS guides you through an onboarding wizard to set up the foundation of your QMS. This wizard has 9 steps and takes approximately 15-20 minutes to complete.

Tip: You can skip any step and come back to it later through the relevant module in the main application. The wizard is designed to give you a head start, not to block you.

Progress Indicator

At the top of every step, you will see:

• The step number (e.g., "Step 2 of 9")
• A progress bar showing how far you have progressed
• Step indicator dots — completed steps show a checkmark

Step 1: Welcome

This is an introductory screen that explains what you will set up:

• Organization Structure — Departments and job roles
• QMS Scope — What your quality system covers
• Processes — Your key business processes
• Team — Invite team members

The estimated time to complete is displayed. Click "Get Started" to begin.

Step 2: Organization Profile

Enter your organization's basic information:

Field	Description	Required
Organization Name	Your company name (pre-filled from signup)	Yes
Industry	Your industry sector (e.g., Manufacturing, Healthcare, Automotive)	No
Number of Employees	Company size range	No
Timezone	Your primary timezone for date/time display	No
Website	Company website URL	No
Address	Physical address	No
Phone	Contact phone number	No

Click "Save & Continue" to proceed, or "Skip" to move to the next step.

Step 3: QMS Scope

Define the scope of your Quality Management System — what processes, products, services, and locations are covered.

Field	Description	Required
Scope Statement	A rich-text description of your QMS scope (min. 20 characters). Use the formatting toolbar to add headings, bold text, and lists.	Yes
Exclusions	Any ISO 9001 clauses you are excluding from your QMS scope, with justification	No
Applicable Sites	Physical locations or facilities covered by the QMS	No

ISO 9001 Reference: Clause 4.3 requires you to determine the scope of your QMS, including applicable products/services and any justifiable exclusions.

Step 4: Quality Policy

Write your organization's quality policy statement.

Field	Description	Required
Policy Statement	A rich-text quality policy aligned with your organization's strategic direction (min. 20 characters)	Yes
Commitments	Individual commitment statements (e.g., "Commitment to continual improvement"). Add multiple commitments using the "Add" button.	Yes (min. 1)

ISO 9001 Reference: Clause 5.2 requires top management to establish a quality policy that is appropriate, provides a framework for quality objectives, and includes a commitment to satisfy requirements and continually improve.

Step 5: Departments

Create your organization's department structure. FlowQMS provides a set of suggested departments to get you started quickly:

• Quality Assurance (QA)
• Production / Operations (PROD)
• Human Resources (HR)
• Sales & Marketing (SALES)
• Purchasing / Procurement (PURCH)
• Engineering / Design (ENG)
• Warehouse / Logistics (WH)
• Top Management (MGMT)

You can:

• Click "Add Suggested" to add all suggested departments at once
• Click "Add Department" to create a custom department
• Edit or Delete any department in the list

Each department has:

Field	Description	Required
Name	Department name	Yes
Code	Short code (e.g., "QA", "PROD")	No
Description	What this department does	No

Step 6: Job Roles

Define the job roles within your organization.

Field	Description	Required
Role Title	Name of the job role (e.g., "Quality Manager")	Yes
Department	Which department this role belongs to (dropdown of departments you created)	No
Responsibilities	Description of key responsibilities	No

Step 7: Invite Team

Invite your team members to join FlowQMS.

Field	Description	Required
Full Name	Team member's name	No
Email	Team member's email address	Yes
Role	Access level: Admin, Manager, Editor, or Viewer	Yes (default: Viewer)

Click "Send Invites" to email invitations to all listed team members. They will receive an email with a link to set their password and join your organization.

Tip: You can invite more team members later through Settings > Users.

Step 8: Quick Setup Review

This step shows a summary checklist of everything you have configured:

• Organization Profile — Configured / Not Configured
• QMS Scope — Configured / Not Configured
• Quality Policy — Configured / Not Configured
• Departments — Configured / Not Configured
• Job Roles — Configured / Not Configured
• Processes — Configured / Not Configured

Items marked as "Not Configured" can be set up later through the main application. Click "Finish" to complete the wizard.

Step 9: Done!

Congratulations! Your QMS foundation is set up. This screen shows suggested next steps:

1. Create your first document
2. Log a quality issue (NCR)
3. Set up KPIs
4. Plan your first audit
5. Add risks to the register
6. Set up training courses

Click "Go to Dashboard" to enter the main application.

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