QLUTCH QMS
The Qlutch Knowledge Base.
Practical guidance for getting started, managing your system, and using Qlutch every day.
55 guides
Supported File Types in Qlutch
Discover which file types our platform accepts for uploads. We support common Office documents, images, archives, multimedia and more — see the complete list and tips for successful uploads.
Read guide ↗Qlutch Domains & Network Requirements for Whitelisting
View the full list of Qlutch domains, services, and ports that must be whitelisted to ensure proper platform access, document viewing, authentication, and billing functionality.
Read guide ↗Doc Acknowledgement Export
Learn how to export the acknowledgement log for any controlled document in DocControl. This article walks through accessing the Acknowledgements section and using the “Export Acknowledgements” button to generate an Excel file.
Read guide ↗FormFlow Prebuilt Templates
FormFlows now includes a library of 20 Prebuilt Templates. Learn how to access these ready‑made workflows when creating a new FormFlow template and how to customise them to suit your processes.
Read guide ↗Launching and Completing a FormFlow
This step-by-step guide walks through how to launch and complete a FormFlow instance in Qlutch. It includes instructions for launching from either the Templates or Instances page and completing steps in BaseCamp.
Read guide ↗Exporting FormFlow Instance Data
Qlutch QMS users can now export all data from launched FormFlow instances into Excel for reporting and audit purposes. This guide walks through how to use the new “Instance Export” feature from the template detail view.
Read guide ↗Creating a FormFlow Template
Step-by-step instructions on how to create a FormFlow template in the FormFlows app. Learn how to configure steps, define workflow logic, and customize settings for optimized process management.
Read guide ↗How to Start a Free Trial for FormFlows (When You Already Have DocControl Access)
Already using DocControl in Qlutch and can't access FormFlows? Learn how Admin users can unlock the FormFlows app by starting a trial and granting themselves access.
Read guide ↗FormFlow Permissions and Assignments
Explore how FormFlow permissions (Launcher, Editor, Viewer) and step assignments determine user access in QlutchQMS. Learn who can launch, revise, or view instances, and how tasks appear in BaseCamp.
Read guide ↗Purchasing Licenses in Qlutch
Step-by-step instructions for selecting a Qlutch subscription plan, understanding tiered pricing, entering payment info, and activating licenses.
Read guide ↗Parts of a FormFlow Card
Understand the components of a FormFlow card in QlutchQMS: title, description, revision, status, and interactive tabs. This article explains what each part means and how users interact with them.
Read guide ↗Managing Users and Roles in App Manager
Learn how to manage user access, roles (Admin/User), and license allocation for each app in your Qlutch environment.
Read guide ↗Getting Started with App Manager
Learn how to begin using Qlutch's App Manager by activating your free trial and navigating the key management areas for users and licenses.
Read guide ↗Creating a Folder in FormFlows
Learn how to create a new folder in the FormFlows app to better organize your templates. Step-by-step instructions with visuals included.
Read guide ↗Navigating to FormFlows
This guide explains how to access the FormFlows app in Qlutch by clicking the FormFlows icon located in the top-left corner of the interface.
Read guide ↗Navigating to DocControl
This guide explains how to access the DocControl app in Qlutch by clicking the DocControl icon located in the top-left corner of the interface.
Read guide ↗Force Document as Effective
Learn how Admins can use the Make Effective Now feature in Qlutch to immediately transition a Document from Published to Effective status, bypassing the standard waiting period to accelerate controlled Document implementation.
Read guide ↗Downloading Folder Contents in DocControl
Learn how licensed Admin users can download all contents of a document folder in Qlutch’s DocControl module. This step-by-step guide demonstrates how to efficiently export folder files for review, backup, or offline use—ensuring quick access and streamlined document management.
Read guide ↗Document Viewer
The Document Viewer in Qlutch’s DocControl module allows Users to view and interact with Documents, access key information such as revision details and ownership, and navigate efficiently using breadcrumbs. Features include file preview, document info, revision tracking, a details toggle, and an options menu for managing document actions.
Read guide ↗Document Settings
Learn how to access and update Document Settings in Qlutch through either the BaseCamp or DocControl modules. This guide walks users through locating a Document, opening the settings via the Hamburger Menu, and applying necessary changes to ensure Document configurations are accurate and up to date.
Read guide ↗Document Revisions
The Document Revisions section in Qlutch’s DocControl module offers a complete view of a document’s lifecycle, including workflow indicators, draft history, acknowledgements, revision IDs, and check-out/check-in tracking. It also enables users to start review and approval processes, ensuring controlled document progression from draft to published status.
Read guide ↗Document Drafts
Learn how Document Drafts function within Qlutch’s DocControl system, including how Drafts track edits, move through review and approval stages, and serve as the foundation for a Document’s revision life cycle—ensuring controlled progression from Draft to effective status.
Read guide ↗DocControl Settings
Learn how to navigate and configure DocControl Settings in Qlutch. This guide walks Admin through accessing and adjusting settings to keep your document control environment organized, compliant, and tailored to your organization's needs.
Read guide ↗Creating a Folder in DocControl
Easily update Folder settings in Qlutch's DocControl module by entering a Folder name, optional description, and assigning Folder managers who can organize content and manage access. Finalize the setup by applying or skipping Doc defaults.
Read guide ↗Creating a Document
The Document section marks the start of a document’s lifecycle in Qlutch, where users can assign Reviewers, Approvers, and Acknowledgers, and configure lifecycle timelines with customizable cadences to align with organizational workflows and compliance needs.
Read guide ↗Browse Tree
The Browse Tree pane allows Users to view the complete Folder structure and quickly navigate between Folders by clicking on Folder icons within the tree view.
Read guide ↗Archiving a Folder
Learn how to Archive folders in Qlutch to secure historical records, maintain a clear audit trail, and keep your active workspace current. Archiving protects Documents and subfolders from changes, supporting compliance and data integrity.
Read guide ↗Archiving a Document
Learn how to Archive individual Documents in Qlutch to lock them from changes, maintain historical records, and keep your active workspace clean. Archiving preserves Document integrity for audits and ensures compliance by protecting data exactly as it existed.
Read guide ↗Archive Toggle
Learn how to use the Archive Toggle in Qlutch to easily switch between viewing your current workspace and archived folders or documents. This ensures you can access preserved historical records while keeping your main workspace clear and focused.
Read guide ↗Updating a User Account
This guide outlines how Admins can update a user account in Qlutch, including editing personal details, access type, and supervisor assignment. It walks through selecting the user, accessing the update menu via the hamburger icon, modifying necessary fields, and saving changes—ensuring user data stays accurate and up-to-date in the system.
Read guide ↗Removing Users or Groups from a Group
This guide details how to remove individual Users or Groups from an existing Group in Qlutch. It outlines the step-by-step process of accessing the Group settings through the Admin menu, updating membership via the hamburger menu, and finalizing changes—ensuring the Members and Subgroups sections reflect updates instantly.
Read guide ↗Inviting a User
Learn how to invite users to Qlutch by either sending the invite immediately upon account creation or choosing to send it later. This guide also explains how to resend invitations from the Admin panel, ensuring users receive their login access via email—while noting tips for checking spam or junk folders if the email doesn't arrive.
Read guide ↗How to Enable or Disable AI-Powered Features
Step-by-step instructions for Qlutch Admins to access the Settings tab and manage AI-powered features across the organization with ease and control.
Read guide ↗Creating Groups
Learn how to create custom Groups in Qlutch for organizing users and assigning roles efficiently. This guide walks you through accessing the Groups window, naming and describing a group, selecting members, and finalizing creation—with the flexibility to modify group membership anytime.
Read guide ↗Adding a New User
This guide explains how to add a new user to your Qlutch system by using the “Add Person” option in the People window. It walks through entering user details, selecting access type (User or Admin), assigning a supervisor, and choosing between sending an invite email or creating the user without one. Designed for efficient user onboarding and role assignment.
Read guide ↗Adding Users or Groups to a Group
This guide explains how to add individual users or existing groups to a new or existing group in Qlutch. It covers selecting a group, accessing update settings, and assigning members or subgroups—ensuring your team structure is organized and up to date.
Read guide ↗Adding Multiple Users at Once
This step-by-step guide shows how to efficiently add multiple users to your Qlutch system using the Mass User Invite feature. It covers accessing the People window, entering user details in bulk using tab-separated lines (e.g., from a spreadsheet), assigning access types and supervisors, and finalizing by sending invites or creating users without email notifications.
Read guide ↗AI-Powered Features Overview
A breakdown of Qlutch's built-in AI features designed to streamline tasks, improve clarity, and enhance document workflows—without compromising user privacy or data security.
Read guide ↗Tour Mode
This guide explains Qlutch’s Tour Mode feature, which allows users to hover over orange stars for contextual information and guidance within the platform. Tour Mode enhances user navigation and understanding, and can be toggled on or off at any time using the slider control.
Read guide ↗Terms of Service
Legal agreements between service providers and the service consumers.
Read guide ↗Privacy Policy
Legal document serving as a commitment to users about how personal information will be treated.
Read guide ↗Navigating to Admin
This guide explains how to access the Admin module in Qlutch by clicking the Admin icon located in the bottom-left corner of the interface. It also notes that only users with assigned Admin access will see this icon, ensuring secure and role-based navigation.
Read guide ↗Logging Out of Qlutch
How to...log out of Qlutch
Read guide ↗Getting Started Actions
This walkthrough introduces the Getting Started Actions in Qlutch, designed to streamline user onboarding through a quick-launch, self-guided task list. Users can click on each item to complete required actions and optionally mark them off once done. Tasks can be reused or hidden based on user preference, supporting flexible and personalized onboarding.
Read guide ↗Create a New Qlutch Site
How to... Create a brand new Qlutch system from scratch in less than 1 minute. No fees or billing info required in order to get started.
Read guide ↗Action Windows
This visual guide outlines the two key action windows in Basecamp: DocControl and Getting Started with Qlutch. It explains how users can access and complete assigned tasks, including onboarding steps and documentation reviews. The guide highlights task visibility, self-guided onboarding, and customization options for displaying action items.
Read guide ↗Updating Organization Info
This step-by-step guide shows how to update your organization's saved information in Qlutch. By accessing the Admin panel via the top-right Hamburger Menu, users can modify fields such as name, timezone, website, phone number, and more.
Read guide ↗Doc Defaults
The Doc Defaults tool in Qlutch enables Admins to assign default document collaborators to a specific folder, streamlining permission management.
Read guide ↗Document Expiration
Discover how the Expiration feature in Qlutch’s Document lifecycle helps maintain up-to-date documentation by triggering reviews when Documents reach their set expiration dates, prompting owners to verify or revise as needed.
Read guide ↗Logging into Qlutch
How to... Log In to Qlutch using your Qlutch User Credentials.
Read guide ↗Document Approvals
Learn how the Approvals stage in Qlutch’s Document lifecycle empowers editors to start approval sessions, ensuring Documents receive formal sign-off from assigned approvers before being published and made effective.
Read guide ↗Document Acknowledgement
Explore how the Document Acknowledgement feature in Qlutch ensures Users confirm they have read and understood newly Published or Revised Documents. Learn how required acknowledgers complete their tasks to maintain compliance and traceability within your quality system.
Read guide ↗Related Documents
The Relationships section displays all related Documents that have been linked through an established association, providing Users with quick access to contextually connected files for easier reference and navigation.
Read guide ↗Document Reviews
Understand how the Review stage works in Qlutch’s Document lifecycle, enabling editors to launch structured Review sessions where assigned reviewers provide feedback—ensuring Documents meet requirements before moving on to approval and publication.
Read guide ↗Document Details
The Document Details section in Qlutch’s DocControl module provides access to a Document’s full revision history, related document associations, and detailed workflow progress. Users can view revision instances, initiate new revisions, and toggle between the Viewer and Details interfaces for comprehensive document management.
Read guide ↗No matches. Try a broader search, or contact us.
Technical FAQ
Quick answers to common Qlutch technical questions, including supported file types and network requirements. A reference for IT teams during setup, troubleshooting, and reviews.
Explore Technical FAQ ↗8 GUIDESGetting Started
Whether you're setting up for the first time or just need a quick refresher, these articles will help you get started with confidence.
BaseCampExplore Getting Started ↗14 GUIDESAdmin
This section is designed for QlutchQMS site administrators who manage and configure the system. Find step-by-step guides that will help you maintain control and keep your QMS running smoothly.
User Management · Group Management · App & License Management · SettingsExplore Admin ↗22 GUIDESDocControl
Whether you are a document manager or just use QlutchQMS for accessing and acknowledging your policies and procedures, DocControl will keep you organized.
Folders · Document Management · Document Life Cycle · Archive · DocControl Admin ActionsExplore DocControl ↗9 GUIDESFormFlows
Built to simplify and standardize your workflows, these step-by-step articles help you create new processes or refine existing ones using FormFlows’ powerful features.
Explore FormFlows ↗