Feature management in AmpliFlow

AmpliFlow is a modular digital management system where you choose which features fit your organization’s needs. This guide helps you understand which features are available and how to activate them.

This guide is for you if you:

• Are an administrator configuring AmpliFlow for the first time
• Are expanding your management system with new features
• Want an overview of which modules are available

What is a feature in AmpliFlow?

A feature in AmpliFlow is a module or functionality that can be toggled ON or OFF for your entire organization. When a feature is activated, you can configure permissions to control who should have access to it.

Why are features off by default?

• Easier start: You avoid being overwhelmed by features you do not need
• Focused implementation: A central decision about which features the organization should use
• Gradual rollout: Start with a few features, implement them properly, then move on to the next

Start with 2-3 core features that you actually need. When these are well implemented and used by the team, activate the next set of features.

Important to understand

A feature’s status (ON/OFF) and user permissions are two separate things. A feature being ON means the feature is available for the organization, but users will NOT see it until they are assigned permissions.

How do I activate features?

Step by step: Activate a feature

1. Log in as Administrator
2. Click on Administrator in the left menu
3. Click on Settings
4. Go to the Features and permissions tab
5. Find the feature you want to activate
6. Toggle ON with the toggle button
7. Click on “Change permission settings” to assign permissions to users

What happens when I turn on a feature?

• The feature becomes available in the system
• As an administrator, you see the feature immediately
• Other users see the feature ONLY when you assign them permissions
• You can now configure the feature and create templates/data

What happens when I turn off a feature?

• The feature disappears from the menu for all users (including administrators)
• Existing data is NOT deleted — it is just hidden
• If you turn the feature on again, all data comes back
• Use this to temporarily hide features you no longer use

Feature categories

On the Administrator > Settings > Features and permissions page, you see feature cards for each feature with name, description, ON/OFF toggle and a “Change permission settings” button (visible when the feature is ON).

The features are grouped into categories:

• Process management
• Performance management
• Reports
• Custom lists
• Management team work
• Marketing and Sales
• Purchasing and Sales
• HR (Personnel)
• Other resources
• Risk management
• Improvements

All available features

Core features (always enabled)

Some features are always enabled in AmpliFlow because they form the foundation of the system:

Deviation management — Report, handle and follow up on deviations, improvement suggestions, complaints and claims.

Checklists — Create checklist templates and run checklists for routines, audits and processes.

Process management

Tasks — View and manage tasks assigned to you as a user. View and manage tasks from deviations, checklists and goals. A centralized view of all your work tasks with an overview of deadlines and responsible persons.

Process Chart — Create and publish clickable process maps at multiple levels. Visualize your organization’s processes with clickable maps (main processes, sub-processes, activities). Link documents, checklists and responsible persons to processes.

Sub-feature: Assign affected processes to deviation — Require that deviations are linked to the process where the deviation occurred and where it was discovered.

Pages — Create and organize pages and files in folders. Create and edit pages with content, organize in folders, upload and manage files, share documents and information within the organization.

Performance management

Goals — Management of company goals and metrics. Create and follow up on organizational goals, link metrics, visualize goal achievement, and manage goals at different levels (company, department, individual).

KPI (Key Performance Indicators) — Manage and track company KPIs. Define key metrics, create formulas for automatic calculation, report values regularly and visualize trends.

Reports

Improvement Dashboard — Analyze reported deviations by form, impact, status, process linkage and more. Filter by status, analyze trends and export reports for management reviews.

Custom lists

Custom Lists — Create custom lists with different properties. You can create lists that contain other lists. Create your own data structures that do not exist as standard features, for example project registries, contact registries or product catalogs.

Management team work

Stakeholders — Manage identified stakeholders for each standard relevant to your company. Map stakeholders according to ISO requirements, document requirements and expectations, link to specific ISO standards.

Legislations — Map and ensure compliance with legislation relevant to your company. Document relevant legislation, ensure compliance and update when laws change.

Impact Gradings — Manage your impact gradings. These are used in several places in the system to enable comparisons such as the impact of a met goal versus a resolved deviation. Define impact levels (e.g. Low, Medium, High, Critical), grade deviations, risks and goals.

Marketing and Sales

Customers — Enable the customer registry. Customers can then be used in checklist templates, purchase orders, deviation templates and more.

Sub-feature: Customer Requirements — Manage customer requirements to ensure you know about and meet the requirements your customers place on you.

Purchasing and Sales

Suppliers — Keep track of suppliers and supplier contacts. Manage the supplier registry, assess and follow up on suppliers.

Purchase Orders — Create and manage purchase orders. Track order status, link orders to suppliers and items.

Items — Management of items. Link items to suppliers and use in purchase orders.

HR (Personnel)

Positions — Manage positions and job descriptions that can be assigned to users. Create positions, document job descriptions and display organizational structure.

Competencies — Management of employee competencies. Define competencies, document which ones are required for different positions, register employee competencies and identify competency gaps.

Sub-feature: Competency Matrix — Identify gaps, assess current competencies and use as a basis for planning training.

Staff Appraisals — Save, create and manage staff appraisals for the entire organization. Plan and conduct appraisals, document, follow up on development goals. Note: Sensitive personnel information. Permissions are handled with extra restrictions.

Training Plans — Management of training plans. Plan training sessions, link to competency needs, follow up on completed training.

Other resources

Equipment — Manage and keep track of equipment. With the feature enabled, you can link equipment to steps in checklist templates. Document calibration and maintenance.

Risk management

Operational Risk Analysis — Management, analysis, action plans and follow-up of operational risks. Identify risks, assess probability and consequence, create action plans.

Sub-feature: Operational Risk Analysis Chart (BETA) — Visualize risks in a risk matrix (probability vs consequence).

Environmental Aspects — Enable management of environmental aspects. Identify environmental aspects, assess environmental impact, create action plans.

Improvements

Bulk Import — Import data quickly and efficiently to different features. Excel-based import with support for users, teams, customers, suppliers, stakeholders and more.

User Tasks — Lets users add their own tasks in individual checklists, in addition to the tasks from the checklist template.

Barcode Activity — Allow scanning and generation of barcodes in custom lists, staff appraisals, deviations and checklists.

Feature dependencies

Some features require other features to be enabled first. AmpliFlow handles this automatically by disabling sub-features when the main feature is turned off.

Processes and deviations

• Main feature: Process Chart
• Sub-feature: Assign affected processes to deviation
• The sub-feature can ONLY be enabled if “Process Chart” is ON
• When the sub-feature is ON, users must specify which process a deviation occurred in and was discovered in

Customers and customer requirements

• Main feature: Customers
• Sub-feature: Customer Requirements
• The sub-feature can ONLY be enabled if “Customers” is ON
• Customer requirements must be linked to a specific customer

Competencies and competency matrix

• Main feature: Competencies
• Sub-feature: Competency Matrix
• The sub-feature can ONLY be enabled if “Competencies” is ON
• The competency matrix uses competencies defined in the main feature

Operational risks and risk chart

• Main feature: Operational Risk Analysis
• Sub-feature: Operational Risk Analysis Chart
• The sub-feature can ONLY be enabled if “Operational Risk Analysis” is ON
• Note: The risk chart is a BETA feature

Recommended feature combinations

Small company getting started

Phase 1 — Base structure (Month 1)

• Positions
• Process Chart
• Stakeholders
• Deviations (already enabled)

Phase 2 — Customer management (Month 2)

• Customers
• Customer Requirements
• Suppliers

Phase 3 — Competency and goals (Month 3)

• Competencies
• Goals
• Tasks

Phase 4 — Analysis and improvement (Month 4)

• Improvement Dashboard
• Operational Risk Analysis

Manufacturing company with environmental focus

Core features: Process Chart (with linked deviations), Customers (with Customer Requirements), Suppliers, Stakeholders, Competencies, Positions, Goals

Environmental: Environmental Aspects, Legislations

Production: Equipment, Items, Purchase Orders

Analysis: Improvement Dashboard, Operational Risk Analysis, KPI

IT company with information security focus

Core features: Operational Risk Analysis, Stakeholders, Legislations (GDPR, data protection), Competencies, Positions

Documentation: Custom Lists (e.g. Information Assets, Systems, Security Controls), Process Chart, Suppliers

Analysis: Improvement Dashboard, Impact Gradings

Construction company with occupational health and safety focus

Core features: Process Chart, Customers (with Customer Requirements), Suppliers (subcontractors), Stakeholders, Competencies (occupational safety competencies, certificates), Positions

Occupational health and safety: Operational Risk Analysis, Legislations (occupational health and safety legislation)

Resources: Equipment (machinery, protective equipment), Teams (project teams)

Analysis: Improvement Dashboard (incidents, workplace accidents), Goals (occupational health and safety goals)

Frequently asked questions

How many features can I activate at once? There is no technical limit. Recommendation: Start with 5-8 features and expand gradually. Activating all features at once can be overwhelming for users.

Does it cost extra to activate more features? No. All features you can toggle on and off in AmpliFlow are included in your subscription.

What happens to data when I turn off a feature? Data is NOT deleted. The data is hidden. If you use “Customers” for 6 months and register 50 customers, and then turn off the feature, all customer data remains in the database. If you turn the feature on again, all 50 customers reappear. If you want to permanently delete data, contact support.

Can I test features before enabling them for everyone? Yes, this is recommended. Turn ON the feature, configure it as administrator, assign permissions to a small pilot group (2-3 people), test for 1-2 weeks, gather feedback, adjust and then roll it out to the rest of the organization.

What is the difference between turning off a feature and removing permissions? Turning off a feature (OFF): The feature disappears for ALL users including administrators. Data remains but is hidden. Removing permissions: The feature disappears for SPECIFIC users. Administrators and others with permissions still see the feature.