Quick Guides

We have a three step registration process. First, you can create your own user account. In addition to your contact information, enter an e-mail address and a secure password.

To verify your email address, we will send you an email with a confirmation code. Enter this code in the corresponding field or follow the direct link within the email to proceed with your registration.

In the last step you can either join an existing company or create your own company account in order to finish your registration. If you would like to join an existing company, you can send a joining request. We will then inform you by e-mail as soon as your joining request has been processed. If your company is not yet registered in our Quality Exchange Hub, you can easily create it directly here.

Your company profile is accessible only to company administrators and is divided into three sections. You can enter general information, such as the company name, sales tax ID or web URL. It is also possible to add users to the company and, if desired, configure automated e-mails when events relevant to you occur.

Provide relevant information, such as your DUNS number, your VAT ID, address, logo and a short information text. In addition, you can get your company ID here and share it with your business partners to uniquely identify your company account.

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You can invite or remove employees and assign roles, such as the document officer. According to your roles, your employees can view and edit the assigned processes.

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If a user account has sent a join request to your company, you can respond to that request here.

One User to rule them all

If you would like to operate your company account via external software, we recommend the use of an API-User. The advantage of an API-User is that this user cannot log into our web portal. This allows your to ensure that the information provided in the Quality Exchange Hub matches the data in your software at all times.

With this method, you do not have to create and manage each employee individually in Quality Exchange Hub. Additionally, this way you reduce the prvisioning of personal data.

Manage API-Users

In your company profile you can create new API-Users and manage them afterwards. When creating an API-User , you must set a password. With the help of the automatically assigned identification code and your self-assigned password, your software can then authenticate itself via this API-User .

Whenever an event relevant to you occurs in our Quality Exchange Hub, you will receive automated notifications. You can retrieve these in our web portal or in your software via our open API interfaces. If you also wish to have e-mails sent automatically, you can assign individual employees to the relevant events in the notification settings. This employee will then be automatically notified by e-mail when the corresponding event occurs.

We recommend that you use our audit solution in conjunction with a suitable audit management system. Ask your audit management provider whether your software is already connected to our Quality Exchange Hub. The connection itself is free of charge and we will be happy to support your software provider with the implementation.

If you do not use a suitable audit management system, we offer our Microsoft Excel-based audit solutions free of charge so that you can request supplier self-disclosures via our Quality Exchange Hub.

Subscribe to our instructions to be informed directly about innovations to our Excel-based audit solutions. You can get direct access to our guides at the following URL:

Simply select the self-assessment you would like to use from our list. You can also subscribe to the corresponding documents so that you are automatically notified of changes or additions to the files.

Our audits have been designed by our experts and follow a specific structure. If you make changes yourself, the files may become inoperable. Please contact us if you would like to create your own questionnaires.

Once you have opened an audit that is yet to be answered, you will receive information about the audit status, the start time and the deadline to be met. You have the possibility to choose between two different display modes. You can answer each question individually or directly get an overview of all questions.

If a question is not relevant for your company, you can mark it accordingly

In case of anomalies, you can document Findings for the corresponding audit question. After specifying a short title and a description, you can set the severity of the Finding and mark whether it is a positive or negative finding. If necessary, attachments can be added to the documentation.

The creation of actions is also done in a few steps. In the context of audits, the auditor company itself is automatically set to be the company responsible for the action. After you have determined the action type and a deadline, you can document the needed steps to be completed.

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After the action has been carried out, you can adjust the status accordingly and then record the effectiveness of the action.

To provide documentation requirements, you can simply add attachments to the action.

On submission of the audit, the audit creator is automatically notified.

Using the publication type, you can decide for yourself whether your document is made available publicly or is accessible only to customers or suppliers selected by you. With the help of the document type you can specify additional information, such as the validity of a certificate. After you have filled in possible additional fields by selecting a document type, you can attach a file to the document using the button or drag & drop.

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After creation, your document will receive a unique identification code. Share this code of the direct link to your document with your business partners so they can find, download, and subscribe to your document.

Depending on the selected document type, additional information can be stored for the document. This information can also be used to create notifications. For example, a notification is generated if the validity of a certificate is exceeded.

Subscribe to your suppliers' documents and receive automatic notification if any of said documents are changed. qxhub will keep track of all the important changes or expiry dates of your subscribed documents and automatically notify you in case you need to take action. You will always be up-to-date with all your suppliers and never miss an expiry date.

Subscription via Document-ID

If your supplier has provided you with a document ID, you can click the 'Search for ID' button under the 'Subscribed documents' view. If you have the necessary rights to view the document, you will be taken directly to the document page.

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Subscribe via URL

If you received a direct url to a document, you will immediately get to the corresponding document view if you have the necessary rights.

You can get an overview of all your subscribed documents in the 'Subscribed Documents' view. Documents with open notifications are highlighted. This allows you to see at a glance which documents and companies have had an important event.

In the public company profile of your business partner you get an overview of the documents available to you. Here you can subscribe directly to the documents that are relevant to you. If a business partner has a particularly large number of documents that are relevant to you and you would like to receive direct notifications as soon as this customer/supplier provides a new public document, you can directly follow the company. This way you automatically subscribe to all public documents of this customer/supplier.

The creation of actions also takes place in a few steps. After you have determined the measure type and a deadline, you can document the steps to be taken and declare the company responsible to fulfill the action.

After the action has been carried out, you can adjust the status accordingly and then record the effectiveness.

To provide documentation requirements, you can simply add attachments to the action.

To divide larger actions into smaller action packages, you can link any number of sub-actions to an existing action.

Managing your complaints is linked to the Complaints Manager role.

You can create new complaints in the My provided data area. A complaint is created in two steps.

First determine which of your business partners should receive the complaint. To do this, select the corresponding company account from our selection list. In case your business partner does not yet have a Quality Exchange Hub account or you cannot find it, you can easily send them an invitation by confirming the check box. Afterwards, simply enter the e-mail address of your contact person. After your business partner has registered via our invitation e-mail, the complaint is automatically assigned to the newly created company account.

You can then provide your complaint details, optional order information, a unique identifier within your complaint management software. You can also add attachments such as photos or additional documents for more detailed specification.

Your business partner will now be automatically notified by us about your submitted complaint.

In the My provided data section you will find an overview of the complaints you have created.

If you need to take action on one of your complaints, you can see this at a glance from the existing notifications. These are created, for example, when your business partner submits a complaint, a deadline has not been met or there are new messages for one of your complaints.

By opening the respective complaint, you get an overview of the progress of your business partner.

You can get an overview of all complaints to be processed in the Open Complaints section. Here, too, we will notify you of new events within the individual complaints.

Complaints are processed in our Quality Exchange Hub using the 8D method. Our wizard guides you through the individual steps.

By confirming the Submit and close report button, you end the complaint processing. The complaint is then closed and your business partners is automatically notified by us.

You can independently delete your user account at any time via your user profile. This removes all of your personal data provided to Quality Exchange Hub.