New lab → ready for the first sample

Duration: ~40 minutes

Welcome to Agrometrisis. This tutorial is for the lab director (LAB_DIRECTOR)

or quality manager (QUALITY_MANAGER) who receives a brand new, empty

installation and needs to bring it to a state where an analyst can register the

first real sample.

By the end of these 40 minutes your lab will have: accreditation details

recorded, quality-manual information, a document-numbering scheme, users with

roles and competencies, a library of parameters and units, analysis types with

matching lab methods, registered instruments with initial calibrations,

acceptance criteria and quality-control materials, and a first customer contact.

From there the analyst tutorial

picks up.

This cycle satisfies the ISO/IEC 17025:2017 requirements for organisational

structure (§4.1), impartiality and authorised personnel (§6.2), equipment

(§6.4) and metrological traceability (§6.5), customers and methods (§7.1, §7.2),

quality control (§7.7), technical records (§7.5), and unique identification of

report versions (§7.8.2).

1. Before you begin

Goal: Gather the documents and information you'll need so you can finish

the setup without interruptions. Duration: ~3 minutes.

Prepare the following before you log in:

Initial director credentials. The Eliotis team has sent you a

username and temporary password for the bootstrap LAB_DIRECTOR account

of your customer tenant. Have them on hand.

Accreditation certificate. Physical or electronic copy, so you can

correctly transcribe the accreditation body (e.g., ESYD), the

certificate number, the grant date, the renewal date, and the scope text

in its original wording.

Lab logo. PNG or JPG file, transparent background preferred. It

will appear on PDF reports and outgoing emails.

Method catalogue. E.g., ISO 10390 (soil pH), ISO 11261 (total N by

Kjeldahl), EPA 350.1 (ammonia). For each method, note whether it is

inside the accreditation scope or outside.

Personnel roster. Names, work emails, and target role for each

staff member (analyst, reviewer, quality manager, receptionist).

Instrument inventory. Model, manufacturer, serial number, and the

date of the most recent calibration for every active instrument.

When you finish this step you should have: a folder with everything above,

a modern browser pointed at the URL the Eliotis team provided, and a blank

notebook for installation notes.

Goal: Sign in with the bootstrap LAB_DIRECTOR account, replace the

temporary password, and confirm you can reach Settings. Duration: ~2 minutes.

Open your browser and enter your lab's URL (e.g.,

https://lims.your-lab.gr).

On the sign-in screen enter the username and temporary password the

Eliotis team sent you, then click Sign in.

The system will prompt you to replace the temporary password. Pick a

strong password (at least 12 characters with letters, numbers, and a

symbol) and store it in a password manager.

Confirm the top-left header shows your name and the LAB_DIRECTOR

badge. If you see a different role, stop here and contact the Eliotis

team — you cannot complete the setup without director permissions.

From the left navigation, click Settings. If the page loads without

a "you don't have permission" message, your account is correctly

authorised.

When you finish this step you should see: the Dashboard with mostly

empty metric cards (no samples yet), your name and the LAB_DIRECTOR badge in

the top-left, and access to the Settings page.

Related clause: a named, authenticated director satisfies ISO/IEC 17025 §6.2

which requires identified and authorised personnel for every lab activity.

3. Lab identity and accreditation

Goal: Record the lab's official identity, its accreditation details, and

the scope of accreditation. These fields appear on PDF reports and are

checked by ESYD assessors. Duration: ~6 minutes.

In Settings, switch to the Quality Manual tab and fill in:

Lab name exactly as it appears on the accreditation certificate.
Full lab address (street, number, city, postal code).
Contact details (phone, email, website).
Lab logo. Upload the PNG/JPG you prepared. The logo appears in

the header of every PDF report.

Lab director's signature (image). Used on reports released by

the LAB_DIRECTOR.

Click Save.

In Settings, switch to the Accreditation Info tab and fill in:

Accreditation body (e.g., ESYD).
Certificate number exactly as printed on the official

certificate.

Grant date of the original accreditation.
Renewal date of the current validity period.
Scope of application in the original wording, exactly as it

appears in the certificate annex (e.g., "Chemical analysis of soil

and irrigation water by methods ISO 10390, ISO 11261, EPA 350.1").

Click Save.

From the left navigation, open Accreditation Scope

(/accreditation-scopes). Here you define line by line which methods,

on which matrices (soils, waters, etc.), at which measurement ranges

are inside the accreditation. For each row click Add and fill in:

Method (e.g., ISO 10390).
Matrix (e.g., soil).
Parameter (e.g., pH).
Measurement range (e.g., 2 to 12 pH units).
Uncertainty expressed as U95 or %.

Record one row per certificate entry. Leave out any methods the lab

runs outside accreditation — you will add those in step 7 without

flagging them as accredited.

When you finish this step you should see: your lab name and logo in the

header of a test report preview, the full accreditation details in Settings,

and an Accreditation Scope table with one row per certificate entry.

Related clauses: lab identity and organisational structure satisfy §4.1

(impartiality and management responsibility), while the accreditation details

and scope are preconditions for §8.2 (scope of the management system) and are

used on PDF reports per §7.8.2.

4. Document and report numbering

Goal: Set prefixes and format for the running numbers of samples,

analysis records, and reports, so every document the lab issues is uniquely

traceable. Duration: ~3 minutes.

In Settings, switch to the Document Numbering tab.
Each document type has a format template. Typical scheme:

Sample order (SampleOrder): SO-{YY}-{NNNN}.
Analysis record (AnalysisRecord): AR-{YY}-{NNNN}.
Report (ReportVersion): RP-{YY}-{NNNN}-v{V} (where {V} is

the version number for §7.8.8 amended reports).

Sample (Sample): S-{YY}-{NNNN}.

Where {YY} is the two-digit year and {NNNN} is the running number

within the year.

Adjust the prefixes to your internal conventions if you wish, but

avoid removing {YY} — annual reset is an industry convention and

makes life easier for ESYD assessors.

Click Save and confirm the first preview number appears correctly

next to each field.

When you finish this step you should see: every prefix saved, with a

preview "next number: 0001" for each document type. The next sample you

Related clause: unique identification and traceability of every technical

record is required by §7.5 (technical records), and the report version

number (v1, v2, ...) satisfies §7.8.2 (unique identification of report

versions).

5. Users, roles, and competencies

Goal: Create accounts for your lab staff, assign roles, and log the

initial competency inventory. Duration: ~7 minutes.

From the left navigation, open Users (/users).
For each staff member, click New User and fill in:

First and last name.
Email (also used as username).
Role. Pick one of:
ANALYST — runs tests, records measurements, submits records

for review. Does not approve.

REVIEWER — reviews ANALYST records before approval.
QUALITY_MANAGER — manages corrective actions, internal

audits, risk management. Has access to personnel competency

records.

LAB_DIRECTOR — approves reports, signs PDFs, manages

accreditation settings. Full administrative access.

RECEPTIONIST — registers sample intake from customers, does

not run measurements.

WORKER — supporting role for field work without report

access.

Send temporary password via email — the system automatically

emails the new user a sign-in link.

Click Save.

Repeat for every staff member. Cross-check against the personnel

roster you prepared in step 1.

From the left navigation, open Competency Requirements

(/competency-requirements). Here you define, per method, what is

required of an analyst before they may run that method independently:

Method (the lab method you'll create in step 7).
Required training (e.g., internal SOP seminar).
Supervised practice (e.g., 5 samples under REVIEWER or

QUALITY_MANAGER supervision).

Periodic reassessment (e.g., every 12 months).

Note: for your first assessor visit it matters that at least one row

exists for every accredited method.

Open User Competencies (/user-competencies) and log the

initial state for every analyst × method pair. Possible values:

TRAINED — has been trained but hasn't finished supervision.
SUPERVISED — running under REVIEWER supervision.
AUTHORIZED — authorised for independent execution.
LAPSED — reassessment period has expired.

For a new lab transitioning from a previous system, set AUTHORIZED for

experienced analysts with effective-date set to today.

When you finish this step you should see: every staff member in the

Users list, one row per method in Competency Requirements, and at

least one row per analyst × method in User Competencies.

Related clauses: the role structure supports the separation-of-duties

requirement of §6.2.1, Competency Requirements satisfy §6.2.2 (qualification

requirements), and User Competencies are the technical competency records

required by §6.2.3.

6. Parameters, units, and categories

Goal: Record the library of measured parameters (elements) and units

your lab works with. Duration: ~5 minutes.

From the left navigation, open Units (/units). The system ships

with the common units preloaded (mg/kg, %, μS/cm, mmol/L, pH, etc.).

Verify you have what you need. For each missing unit click **New

Unit** and fill in symbol and description.

Open Element Categories (/element-categories). Categories are

parameter groupings for the report (e.g., "Macronutrients", "Trace

elements", "Heavy metals", "Physicochemical"). For each category click

New Category, give it a name in Greek and English, and a display

order on the report.

Open Elements (/elements). For each parameter your lab measures

click New Element and fill in:

Name in Greek (e.g., "Soil acidity") and symbol (e.g.,

"pH").

Name in English for international reports.
Category from step 2.
Default unit from step 1.
Decimal precision for the report (e.g., 2 for pH, 0 for

mg/kg).

Repeat for every parameter on the accreditation certificate and any

additional parameters the lab runs outside accreditation.

When you finish this step you should see: an Elements list with

every parameter your lab measures, each mapped to a category and a unit.

This list will feed the analysis-record forms.

Related clause: defining the measured quantities is a fundamental requirement

of §7.2 (test methods) — every lab method references specific elements with

specific units.

7. Analysis types and lab methods

Goal: Register the lab methods your lab runs, mapped to higher-level

analysis types (test packages). Duration: ~6 minutes.

Open Analysis Types (/analysis-types). Analysis types are

packages you offer to customers (e.g., "Basic soil analysis", "Full

irrigation-water analysis", "Heavy metals"). For each package click

New Type and fill in:

Name in Greek and English.
Matrix (soil, water, leaves, etc.).
Package description for customers.

Open Lab Methods (/lab-methods). For each method in your

catalogue click New Method and fill in:

Method name (e.g., "Soil pH per ISO 10390").
Reference standard (e.g., ISO 10390, EPA 350.1).
Standard version and publication date so you know which

edition you apply.

Element measured (from step 6).
Unit and validity range (e.g., 2 to 12 pH units).
Measurement uncertainty (U95 or %).
Analysis type it belongs to.
Accredited: yes if the method is inside the accreditation scope

(matches the entry from step 3).

Repeat for every active method. For methods outside accreditation,

leave "Accredited" off — the report will not carry the accreditation

mark for these methods.

When you finish this step you should see: a Lab Methods list with

every method your lab runs, each mapped to element, unit, and analysis type,

with the correct "Accredited / Outside Accreditation" flag.

Related clauses: selection and documentation of methods is §7.2.1, and the

standard version you apply is archived per §7.2.2 (method validation).

8. Instruments and initial calibrations

Goal: Register every instrument with its first calibration and set up

the periodic calibration schedule. Duration: ~6 minutes.

Open Instruments (/instruments). For each instrument in your

inventory click New Instrument and fill in:

Instrument name (e.g., "Lab 1 pH meter").
Manufacturer and model.
Serial number.
Year of manufacture.
Location in the lab.
Instrument category (e.g., pH meter, balance, spectrophotometer).

If the category doesn't exist, click Manage Categories to add it.

Click Save.

For each instrument you just created, open its detail page and in the

Calibrations section click New Calibration. Fill in:

Calibration date (the most recent date from the instrument's

history book).

Calibration provider (internal or external — e.g., EIM).
Calibration certificate number.
Valid until (the next expiry date).
Attached file (PDF of the certificate).
Result (Pass / Fail with justification).

Open Calibration Programs (/calibration-programs). For each

instrument set the cadence (typically 12 months) and the next

scheduled date. The system will automatically create notifications 30

days before expiry, and the calibration guard will block analysis

records that use overdue instruments.

When you finish this step you should see: every instrument in the

Instruments list, each with at least one active calibration, and a

periodic recalibration schedule. No "overdue" badge should appear.

Related clauses: §6.4 (equipment) requires every instrument to be suitable

and identified, and §6.5 (metrological traceability) requires recorded

calibration with traceable reference. The calibration guard implements

§6.4.10 (suspension of overdue equipment).

9. Acceptance criteria and quality-control materials

Goal: Define quantitative result-acceptance limits (repeatability,

recovery, blank) and register the reference materials you use for systematic

quality control. Duration: ~5 minutes.

Open Acceptance Criteria (/acceptance-criteria). For each method

× parameter pair click New Criterion and fill in:

Method and parameter.
Criterion type (repeatability CV%, recovery %, blank limit,

duplicate %RPD).

Acceptance limit (e.g., CV% ≤ 5, recovery 90 to 110%).
§-reference to the SOP that documents the limit.

Open Ranges (/ranges). Ranges are reference values that appear

on customer reports to help interpret the result (e.g., soil pH 6.0

to 7.5 equals neutral). For every element and matrix category click

New Range and fill in:

Element and crop or matrix (if applicable).
Range name (e.g., "Low", "Adequate", "High").
Lower and upper bound.
Colour for visual marking on the report.

Open Control Samples (/control-samples). Register here every

reference material the lab holds: certified reference materials (CRMs),

internal control materials, blanks, spiked samples. For each one click

New Control Sample and fill in:

Name and type (CRM, blank, spike, duplicate).
Parameters the material certifies.
Certified value and uncertainty (for CRMs).
Expiry date of the material.
Control frequency (e.g., one blank per 10 samples).

When you finish this step you should see: at least one acceptance

criterion per method × parameter, an interpretive ranges list per element,

and the quality-control materials your lab uses recorded in the registry.

Related clauses: acceptance criteria and control frequency implement the

result-validity controls of §7.7.1, and CRMs / blanks correspond to the

inter-laboratory and intra-laboratory comparison provisions of §7.7.2.

10. First customer contact

Goal: Register the first customer contact, so the analyst in the

next tutorial can pick a customer

when registering the first sample. Duration: ~2 minutes.

Open Contacts (/contacts) and click New Contact.
Fill in:

Company name or First/Last name depending on customer type.
Contact type (e.g., "Producer", "Cooperative", "Municipality").
VAT number (ΑΦΜ) and tax office (ΔΟΥ) for Greek customers

(required for myDATA invoicing).

Address, phone, email.
Communication language (Greek / English) — drives the language

of outgoing email and the PDF report edition the system sends.

Click Save. The contact now appears in the list and is available

for selection on new samples.

When you finish this step you should see: a row in the Contacts

list corresponding to your lab's first customer.

Related clause: customer communication and documentation of requests is

required by §7.1 (review of requests, tenders, and contracts).

11. Next steps

Congratulations — your lab is now ready for production use. In ~40 minutes

you've configured a complete LIMS environment that meets the foundational

ISO/IEC 17025:2017 requirements and is prepared for an assessor visit.

New lab → ready for the first sample

1. Before you begin

2. First sign-in and password change

3. Lab identity and accreditation

4. Document and report numbering

5. Users, roles, and competencies

6. Parameters, units, and categories

7. Analysis types and lab methods

8. Instruments and initial calibrations

9. Acceptance criteria and quality-control materials

10. First customer contact

11. Next steps