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 for your organization.
This guide is for you if you:
- Are an administrator configuring AmpliFlow for the first time
- Want to expand your management system with new features
- Need an overview of available modules
After reading this guide, you will be able to:
- Understand which features AmpliFlow offers and what they do
- Activate and deactivate features for your organization
- Handle feature dependencies correctly
Reading time: ~20 minutes
What is a feature in AmpliFlow?
A feature in AmpliFlow is a module or functionality that can be turned ON or OFF for your entire organization. When a feature is activated, you can configure permissions to control who has access to it.
Why are features off by default?
- Simpler start: You avoid being overwhelmed by features you don’t need
- Focused implementation: Central decision on which features the organization should use
- Gradual implementation: Start with a few features, implement them properly, then move on to the next
Recommendation for implementation:Start with 2-3 core features you genuinely need. Once these are well implemented and used by the team, activate the next set of features. For professional implementation assistance, see our implementation guides.
Important to understand:
Feature status (ON/OFF) ≠User permissions
Feature ON = The feature is available to the organization
     ↓
But users won't see it until they're assigned permissions
(See our permissions guide for more information about this step)
How do I activate features?
Step-by-step: Activate a feature
- Log in as Administrator
- Click Administrator in the left menu
- Click Settings
- Go to the Features and Permissions tab
- Find the feature you want to activate
- Toggle ON with the switch
- Click “Edit 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’s just hidden
- If you turn on the feature again, all data returns
- Use this to temporarily hide features you no longer use
Where do I find feature settings?
On the Administrator → Settings → Features and Permissions page, you’ll see:
Feature cards for each feature:
- Feature name (e.g., “Customers”, “Competency Matrix”)
- Description of what the feature does
- ON/OFF toggle to activate/deactivate
- “Edit Permission Settings” button (shown when the feature is ON)
- For some features: Sub-features that can be activated separately
Features are grouped into categories:
- Process Management
- Performance Management
- Reports
- Custom Lists
- Senior Management
- Marketing & Sales
- Procurement & Sales
- HR (Personnel)
- Other Resources
- Risk Management
- Enhancements
Overview: All available features
Core Features (Always active)
Certain features are always active in AmpliFlow because they form the foundation of the system:
Deviation Management
Description: Report, manage, and follow up on deviations, improvement suggestions, complaints, and claims.
Implementation guide: Guide for Deviation-, CAPA- and improvement management in AmpliFlow
Checklists
Description: Create checklist templates and run checklists for routines, audits, and processes.
Implementation guide: Guide to Checklists, Procedures, and Checklist Templates
Process Management
Tasks
Description: View and manage tasks assigned to you as a user. View and manage tasks from deviations, checklists, and goals.
Use cases:
- Centralized view of all your work tasks
- Tasks linked to deviations, checklists, and goals
- Overview of deadlines and responsible parties
Process Chart
Description: Create and publish clickable process charts with multiple levels.
Use cases:
- Visualize your organization’s processes
- Clickable charts with multiple levels (main processes → sub-processes → activities)
- Link documents, checklists, and responsible parties to processes
- Display processes for employees and auditors
Sub-features:
- Assign affected processes to deviation: Require that deviations are linked to processes where the deviation occurred and where it was discovered
Implementation guide: Guide for Process Charts in AmpliFlow
Pages
Description: Create and organize pages and files in folders.
Use cases:
- Create and edit pages with content
- Organize pages in folders
- Upload and manage files
- Share documents and information within the organization
- Structure knowledge and documentation
Performance Management
Goals
Description: Management of company goals and metrics for these goals.
Use cases:
- Create and follow up on organizational goals
- Link metrics to goals
- Visualize goal achievement
- Manage goals at different levels (company, department, individual)
Configuration:
- Manage units under Item Types and Units
KPI (Key Performance Indicators)
Description: Manage and track the company’s KPIs.
Use cases:
- Define key performance indicators for the business
- Create formulas for automatic calculation
- Report values regularly
- Visualize trends and deviations
Configuration:
- Manage units under Item Types and Units
Reports
Improvement Dashboard
Description: Analyze reported deviations by form, impact, status, process connection, and more.
Use cases:
- Get an overview of all deviations, improvement suggestions, complaints, and claims
- Filter by status, impact, form, process
- Analyze trends
- Export reports for management reviews
Custom Lists
Custom Lists
Description: Allows you to create custom lists with different properties. You can even create lists that contain other lists.
Use cases:
- Create your own data structures not available as standard features
- Examples: Project register, Contact register, Product catalog
- Link lists together (relational database)
- Flexible solution for organization-specific needs
Configuration:
- Manage list templates under Tenant Settings → Custom Lists
Senior Management
Stakeholders
Description: Manage identified stakeholders for each standard relevant to your company.
Use cases:
- Map stakeholders according to ISO requirements
- Document stakeholder requirements and expectations
- Link stakeholders to specific ISO standards
- Display stakeholder analysis during audits
Implementation guide: Guide to stakeholder analysis in AmpliFlow
Legislations
Description: Map and ensure that you comply with legislation relevant to your company.
Use cases:
- Document relevant legislation
- Ensure compliance
- Update when legislation changes
- Link checklists for compliance verification
Impact Gradings
Description: Manage your impact gradings. These are used in several places in the system to enable, for example, the impact of a met goal compared to a resolved deviation.
Use cases:
- Define impact levels (e.g., Low, Medium, High, Critical)
- Grade deviations, risks, and goals
- Prioritize actions based on impact
- Analyze data by impact
Implementation guide: Guide for implementing and using an impact grading matrix in AmpliFlow
Marketing & Sales
Customers
Description: Activate the customer register. Customers can then be used in checklist templates, purchase orders, deviation forms, and more.
Use cases:
- Manage customer register
- Create customer contacts
- Link customers to processes, deviations, and checklists
- Overview of customer relationships
Sub-features:
- Customer Requirements: Manage customer requirements to ensure you know and meet the requirements customers place on you
Configuration (for Customer Requirements):
- Manage customer industries under Customer Industries
Implementation guide (Customer Requirements): Guide for managing customer requirements in AmpliFlow
Procurement & Sales
Suppliers
Description: Keep track of suppliers and supplier contacts.
Use cases:
- Manage supplier register
- Create supplier contacts
- Assess and follow up on suppliers
- Document supplier agreements
Purchase Orders
Description: Create and manage purchase orders.
Use cases:
- Create purchase orders
- Follow up on order status
- Link orders to suppliers and items
- Document purchasing process
Configuration:
- Manage order line status under Order Line Status
Items
Description: Management of items.
Use cases:
- Manage item register
- Link items to suppliers
- Use items in purchase orders
- Classify items by type
Configuration:
- Manage item types and units under Item Types and Units
HR (Personnel)
Positions
Description: Manage positions and position descriptions that can be assigned to users.
Use cases:
- Create positions (e.g., “Production Manager”, “Quality Coordinator”)
- Document position descriptions
- Assign positions to users
- Display organizational structure
Implementation guide: Guide for creating positions and a competencies in AmpliFlow
Competencies
Description: This feature enables management of employee competencies.
Use cases:
- Define competencies (e.g., “Forklift license”, “ISO 9001 knowledge”)
- Document which competencies are required for different positions
- Register employee competencies
- Identify competency gaps
Sub-features:
- Competency Matrix: The competency matrix helps you identify gaps, assess current competencies, and serves as a basis for training planning
Implementation guides:
Staff Appraisals
Description: Save, create, and manage staff appraisals for the entire organization.
Use cases:
- Plan and conduct staff appraisals
- Document appraisal documentation
- Follow up on development goals
- Ensure regular conversations
NOTE: This is sensitive personnel information. Permissions are handled with extra restrictions – only Owner and User roles exist (no Editor role).
Training Plans
Description: Management of training plans.
Use cases:
- Plan training for employees
- Link training to competency needs
- Follow up on completed training
- Ensure the right competencies are in place
Implementation guide: Guide for implementing training plans with AmpliFlow
Other Resources
Equipment
Description: Manage and keep track of equipment. With the feature activated, you can link equipment to steps in checklist templates.
Use cases:
- Manage equipment register
- Link equipment to checklists (e.g., maintenance checklists)
- Document calibration and maintenance
- Track equipment status
Risk Management
Operational Risk Analysis
Description: Management, analysis, action planning, and follow-up of operational risks.
Use cases:
- Identify risks in operations
- Assess probability and consequence
- Create action plans
- Follow up on risk reduction
- Document risk register
Sub-features:
- Graph for Operational Risk Analysis (BETA): Turn on graph visualization feature for operational risks
Implementation guide: Guide to Operational Risk Management in AmpliFlow
Environmental Aspects
Description: Enable management of environmental aspects.
Use cases:
- Identify environmental aspects
- Assess environmental impact
- Create action plans for significant environmental aspects
- Document environmental aspect register
Implementation guide: Guide to Environmental aspects
Enhancements
Bulk Import
Description: Import data quickly and efficiently into different features. For example, you can import your existing users, teams, stakeholders, and more.
Use cases:
- Migrate data from old systems
- Import large amounts of data quickly
- Excel-based import
- Support for users, teams, customers, suppliers, stakeholders, etc.
User Tasks
Description: Allows users to add their own tasks to individual checklists, beyond the tasks that come from the checklist template.
Use cases:
- Users can add extra tasks to a specific checklist not present in the template
- Useful when checklists are used as digital notepads where users document their own work
- Some organizations use templates strictly (all structure in the template), others let users adapt as needed
Examples:
- A user runs a maintenance checklist and discovers an extra item that needs to be addressed for this particular instance
- A project team uses a checklist for project management but needs to add project-specific tasks
Barcode Activity
Description: Allow scanning and generation of barcodes in custom lists, staff appraisals, deviations, and checklists.
Use cases:
- Generate barcodes for objects
- Scan barcodes for quick registration
- Link physical objects to digital records
- Streamline data collection
Features by ISO standard
AmpliFlow covers the requirements of ISO 9001, 14001, 45001, and 27001. Which features are relevant for you depends on which standard you work with.
See our complete matrix: https://www.ampliflow.se/en/areas/iso-standards
The matrix shows exactly which features are needed for each ISO standard (9001, 14001, 45001, 27001). It helps you quickly identify which features you need to activate for your certification.
Impact Gradings – recommended for everyone
Impact Gradings is a feature we recommend that all organizations activate, regardless of which ISO standard you work with.
What does it do?
- Lets you prioritize actions based on impact
- Helps focus resources where they make the most difference
- Provides structure for risk management and improvement work
Use cases:
- Grade environmental impact (ISO 14001)
- Classify information assets (ISO 27001)
- Prioritize improvement actions (all standards)
- Assess risk consequences (all standards)
Feature dependencies
Some features require other features to be activated first. AmpliFlow handles this automatically by deactivating sub-features when the main feature is turned off.
Process Chart → Link deviations to processes
Main feature: Process ChartSub-feature: Assign affected processes to deviation
Dependency:
- The sub-feature “Assign affected processes to deviation” can ONLY be activated if “Process Chart” is ON
- When the sub-feature is ON, users must specify which process a deviation occurred in and was discovered in
Use case: You want to ensure that all deviations are linked to the correct process for better analysis and process improvement
Customers → Customer Requirements
Main feature: CustomersSub-feature: Customer Requirements
Dependency:
- The sub-feature “Customer Requirements” can ONLY be activated if “Customers” is ON
- Customer requirements must be linked to a specific customer
Use case: You want to document and follow up on specific requirements that your customers place on your organization
Competencies → Competency Matrix
Main feature: CompetenciesSub-feature: Competency Matrix
Dependency:
- The sub-feature “Competency Matrix” can ONLY be activated if “Competencies” is ON
- The competency matrix uses competencies defined in the main feature
Use case: You want not only to define competencies but also to document which employees have which competencies and identify competency gaps
Operational Risk Analysis → Risk Graph (BETA)
Main feature: Operational Risk AnalysisSub-feature: Graph for Operational Risk Analysis
Dependency:
- The sub-feature “Graph for Operational Risk Analysis” can ONLY be activated if “Operational Risk Analysis” is ON
- The graph visualizes risks from the main feature
Use case: You want to visualize risks in a risk matrix (probability vs. consequence)
NOTE: This is a BETA feature and may be updated
Frequently asked questions
Q: How many features can I activate simultaneously?
A: There is no technical limit on the number of features. Activate the features that fit your organization’s needs.
Recommendation: Start with 5-8 features and expand gradually. Activating all features at once can be overwhelming for users.
Q: Does it cost extra to activate more features?
A: No. All features that you can turn on and off in AmpliFlow are included in your subscription.
Q: What happens to data when I turn off a feature?
A: Data is NOT deleted when you turn off a feature. The data is only hidden.
Example:
- You use “Customers” for 6 months and register 50 customers
- You turn off the “Customers” feature (OFF)
- The feature disappears from the menu
- All customer data remains in the database (just hidden)
- You turn on the feature again (ON)
- All 50 customers reappear
Use cases for turning off features:
- Tested a feature but decided not to use it
- Use the feature seasonally
- Want to reduce visual clutter in the menu
Important: If you want to permanently delete data, contact support for data export and deletion.
Q: Can I test features before activating them for everyone?
A: Yes, this is even recommended!
Recommended testing process:
- Toggle ON the feature in Tenant Settings → Features
- As an administrator, you can now see and test the feature
- Configure the feature (create templates, categories, etc.)
- Assign permissions to a small pilot group (2-3 people)
- Test together with the pilot group for 1-2 weeks
- Gather feedback
- Adjust configuration
- Roll out to the rest of the organization by assigning permissions
Benefit: You ensure that the feature is correctly configured before everyone starts using it.
Q: How do I know which features we need for ISO certification?
A: See the section Features by ISO standard in this guide.
Recommendation: Book a review with your implementation consultant for tailored guidance.
Q: Can I hide features we don’t use?
A: Yes, simply turn off the feature (OFF) in Tenant Settings → Features.
The feature will then disappear from the menu for all users. Data is not deleted – it’s just hidden.
Q: What’s the difference between turning off a feature and removing permissions?
A:
Turn off feature (OFF):
- The feature disappears for ALL users (including administrators)
- Used when you’re not going to use the feature at all anymore
- Data remains but is hidden
Remove permissions:
- The feature disappears for SPECIFIC users
- Administrators and others with permissions still see the feature
- Used to restrict access, not to hide the feature completely
Examples:
- Scenario 1: You tested “Purchase Orders” but decided to continue using your existing purchasing system
- Solution: Turn off the “Purchase Orders” feature (OFF)
- Scenario 2: The sales team should not have access to “Environmental Aspects” (not relevant for their work)
- Solution: Don’t give the sales team permissions for “Environmental Aspects” (the feature is still ON for others)
Recommended feature combinations
Small company getting started
Phase 1 – Basic structure (Month 1)
- Positions
- Process Chart
- Stakeholders
- Deviations (already activated)
Phase 2 – Customer management (Month 2)
- Customers
- Customer Requirements
- Suppliers
Phase 3 – Competency and goals (Month 3)
Phase 4 – Analysis and improvement (Month 4)
- Improvement Dashboard
- Operational Risk Analysis
Manufacturing company with environmental focus
Core features:
- Process Chart + Link deviations to processes
- Customers + Customer Requirements
- Suppliers
- Stakeholders
- Competencies
- Positions
- Goals
Environment:
- 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 work environment focus
Core features:
- Process Chart
- Customers + Customer Requirements
- Suppliers (subcontractors)
- Stakeholders
- Competencies (work environment competency, certificates)
- Positions
Work environment:
- Operational Risk Analysis
- Legislations (occupational health and safety legislation)
Resources:
- Equipment (machinery, protective equipment)
- Teams (project teams)
Analysis:
- Improvement Dashboard (incidents, work accidents)
- Goals (work environment goals)
Next steps
Now that you understand which features are available, you can:
- Plan your feature activation – Choose features based on your needs
- Activate features gradually – Start with 5-8 core features
- Configure features – Create templates, categories, and processes
- Assign permissions – See our permissions guide for this step
- Test with pilot group – Validate configuration before full rollout
- Roll out to the entire organization – Give all users access
Support:
Need help?
If you have questions about features in AmpliFlow:
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