ZenQMS Reviews & Product Details

ZenQMS has a very user-friendly interface for my team to use. They never have issues finding a document they are looking for, or keeping current on training requirements. The administrative tools make it easy to configure the system to best suit our needs. The system also allowed us to start small, using only a couple modules at first. We can then add more as our needs grow. Review collected by and hosted on G2.com.

The built in doc numbering isn't very intuitive - we used our own via a custom doc field. There also wasn't an easy way to delete a draft document (that was never approved or released). Review collected by and hosted on G2.com.

Stellar customer success team: The customer success team members and Account Managers that our team worked with are sharp, professional, knowledgeable, and helpful.

Good Value: ZenQMS is a powerful, efficient QMS that has the right number of features without being overly complex. Pricing is extremely competitive and transparent.

Intuitive/ Ease of Use: Because our team is comfortable with sorting and filtering spreadsheets, we had a shorter learning curve in becoming Superusers. Training dashboards with the training status pie chart are streamlined and users can easily stay on top of their training assignments. The interface is efficient and consistent across modules-- from the staged workflows to the filterable, exportable full-table with customizable columns. The chat log for each record is helpful, and I appreciate the ability to link records including records in other modules (i.e. linking a change control record to documents.)

New Features: The ability to update a document with a minor revision with a separate workflow is a great new feature. Several of our users were very excited about online collaboration feature for collaborating on drafts through Office 365. There are nice touches such as the version history slide-out window which lets me select 2 historical versions of a document and download a comparison of the two versions. A significant UI improvement has been combining the document view with the metadata panel which has the “Complete Training” button for documents that are in a training assignment. This change addressed a concern an older review had about ensuring that users looked at the document before adding the read & acknowledge e-signature.

Training modules and articles: Their just-in-time training approach has been very helpful. Many video clips in the Super User training lessons are under 5 minutes and are embedded in articles that include screenshots.

Transparency and commitment to compliance and quality: ZenQMS genuinely seems committed to having a culture of continuous improvement. If they identify a priority area for improvement, information is available when key tasks are completed. At any point, we can look at quarterly documents and see the logs of successful daily and weekly backups. The system includes an online form for customers to submit ideas for suggesting new features. I'm also impressed to see that the CEO personally signs off on important system validation and compliance documents.

Release Documentation: System Release records include test results (including screenshots and test steps) which help customers understand how a new feature can be thoroughly tested, if needed. They also provide Excel templates with test steps and traced requirements that customers can leverage when creating their UAT scripts. Before each major and minor release, ZenQMS makes available a summary of changes (enhancements and bug fixes.) Since I subscribed to the Product Updates page, I receive emails notifying me of the upcoming releases. Review collected by and hosted on G2.com.

Implementation: Understanding and using the Data Migration template involves a learning curve and an investment of time and attention (even though the training materials were excellent and our POC/Account Manager has been amazing). Once we got the hang of it, we appreciated the clarity and logic behind the migration template. If customers have trouble remembering how to avoid common mistakes, the process could take longer than anticipated.

Timing or scope of a major release: Since we started using ZenQMS in 2020, there was 1 time when a major release could have benefited from more testing. Fortunately, whenever a priority patch was needed, it was addressed quickly. Customers were given a generous amount of time to test a single build of the release in a testing environment. It’s possible that this extended testing period contributed to a higher number of successive patches than usual, but I also wondered if the release date could have been pushed back or whether any of the features could have been included in a later release. We did find a possible bug after one of the patches, but it was complex enough that we had to dig into the audit trail to explain our concern in a support ticket. A colleague was able to escalate our question to a more knowledgeable account manager who was able to address and resolve it immediately. While there has been a major improvement to the audit trail (ability to export a filtered audit trail to show activity related to one document), parts of the audit trail are still complex and not as easy to follow.

Views in the Full Table: Although this may be a helpful feature for some users, the system remembers the last filter that you applied to the full table (e.g. selecting a Document Category or entering a term for filtering results in the Document Name column.) Writing this review prompted me to submit a suggestion to include a Clear Filters option above the table, so maybe this will be considered in a future release. Review collected by and hosted on G2.com.

We came to ZenQMS after using two very unfriendly and difficult to use QMS systems. ZenQMS was easy to learn and is very intuitive. We loved the short, easy to digest training modules they provided. Implementation in our organization was much easier than expected. The ZenQMS staff is engaged, knowledgeable about the product and easy to work with. They generally respond quickly to inquiries. ZenQMS offers different options to allow users to document training as group events, personal training, or on the job training. We find adding quizzes helpful to increase comprehension. Managers can easily track and manage their employee trainings. The change control module provides an easy way to track changes with an easily customizable workflow. Overall the ease of use and foolproof approach has worked well for our organization. We also use the Issue module to track our issues. We appreciated the ability to customize the workflow. The audit trail has been helpful during Sponsor audits. In the Documents module, we set periodic reviews to meet our statement of work requirements. We can see in the report which documents are coming up for review. Also, they have a process by which users can submit suggestions and they often implement these suggestions when they consider features for new releases. Review collected by and hosted on G2.com.

The search function in the documents module could be improved.

Lately, the responsiveness to customer service requests has been a bit slower than usual. Review collected by and hosted on G2.com.

I enjoy using ZenQMS because it is user friendly. I like the way the ZenQMS group is always looking for ways to improve an already great system. They take real feedback and suggestions and work to implement them in the system. The help desk is quick and efficient and their training and self-help catalog is extensive.

KPA recently transitioned all of our SCORM based product training from a system that the traininer were experiencing consistent issues with into our ZenQMS system. The intergration and implementation of this material was seamless and has thus far received nothing but positive feedback.

As the system administrator I am in the system everyday, but even for those individuals that do not work inside the system on a regular basis, there seems to be minimal issues with system use. Review collected by and hosted on G2.com.

My only complaint about the system currently is that I wish there was a way to arrange the assignments in specific order so that the users could follow straight down list and take the assignments in the order that we want them to. Also I wish that you could place tests and associated training modules together on an individuals dossier so they do not have to search for the associated documents. Review collected by and hosted on G2.com.

Intuitive for users to see what they need to train on. Also allows for easy pulling of document statuses and reports. Review collected by and hosted on G2.com.

ZenQMS does feel more tailored to having one business unit under it, rather than multiple - training records are harder to seperate between business units and you cannot have multiple logos in system.

04 Dec 2024 Update: Recently ZenQMS has made changes to their documents module that has altered the documents themselves, affecting archived documents as well. The documents are no longer in a presentable format and cannot be reconfigured. The support team has already been contacted and nothing else can be done. Review collected by and hosted on G2.com.

The first thing to mention is the excellent customer support, thoughout validation and continuing into routine use. The team were *so* responsive to general queries and and technical issues alike. I really felt like my little account of half a dozen users mattered to them.

Also, the pricing model was so transparant - with access included from the off to all modules, which made it an incentive to implement them all. We took our entire quality system completely paperless in less than a year - documents, QMS processes, supplier management, audits, training, everything!

Validation support was also really good, with UAT templates provided, full project manager support throughout, with pricing all agreed up front. Migration of documents into the system was straightford, as was routine usage. I used ZenQMS to create digitally signed QP batch release certificates in an EU GMP Pharma environment, the incortporation of company headers into the templates looked very professional.

As a consultant, I've had to interact with plenty of other 'big name' QMS systems, but none were as easy to use and configure as ZenQMS.

There are some really useful features - the word search feature in particular was extremely powerful and useful to filter documents or records with the term in question.

And the flexibility and ease of setting up your own workflows in the devations / changes modules was excellent - you can use these for just about anything from logbooks to risk assessments, and any other QMS process in between. Once you've grasped assigning 'tasks' to the right workflow stage, it's a breeze.

Last thing - as a cloud based SaaS, the ability to schedule a full download into pdf format of every record you have in the system was a massive benefit for business continuity, and all the other concerns that go with hosting GMP records in the cloud. Review collected by and hosted on G2.com.

In all honesty there were very few downsides. ZenQMS is built up of 6 main modules, and the only one I didn't love using was the audit module - I think this one is the 'oldest', and could probably do with an update. But even this one had some great features, e.g. compiling audit reports and attachments into a single pdf file, fully paginated. The bits I didn't like (observation / CAPA handling) I just created my own workflows for those in deviations / changes tasks modules, and just used the audits module to schedule and report internal and external audits.

Audit trails for the deviations / tasks / changes module were super easy to interpret, but for the documents / training / audits modules these were a bit more clunky and it would be good if they were all brought to the same level of user-friendliness, especially for non-IT people like me. Review collected by and hosted on G2.com.

I've used ZenQMS at multiple companies and the implementation and use has always gone smoothly. The workflows all make sense and I can tell have been designed by people who know the Quality space. I have all the information I need right at my fingertips through dashboards and reports. I love the ease of using this system! Review collected by and hosted on G2.com.

I would love the ability to be able to work in Office (e.g., Word) in the native application when collaborating on documents. Review collected by and hosted on G2.com.

The Documents module has made it much easier to retrieve SOPs, WIs, and other important documents for audits and revision updates. The ZenQMS team did a great job integrating our legacy documents into the system. Issuing Controlled Copies is a more secure process. Updating and adding employee training matrices and forms is also easier than our all-paper-based system. Their customer support team has been incredibly helpful in resolving issues and responding to feedback. Review collected by and hosted on G2.com.

Performing workflows for Change Controls and Issues can be confusing, mainly regarding the layout. There is no notification when a document is updated and a Controlled Copy has been issued (and therefore, needs to be destroyed and re-issued). Review collected by and hosted on G2.com.

During the implementation Steve Smith was absoluting amazing and helpful answering all of our questions. Validation was super easy as well as the provided documents were easy to use and met all requirments. The system is easy to use and understand once you know your way around. Steve was even able to share Change control records Zen Uses internally to help with easy of configuration. Review collected by and hosted on G2.com.

OFFICE ONLINE!!!! Office online is not built for editing - only reviewing. This causes major issues with formatting, ease of use, and frustration. It has caused additional work to be added to the quality team to download every document and edit in the desktop app and then re-upload. Steve as assured me that this is something being worked on but I wanted to make sure to identify this here. I also wish there was a true document change control process that govered the approval of the documents. We need a way to link multiple documents to a document change control and when the change control is sent for approval, the documents are sent for approval. Otherwise No complaints!! Review collected by and hosted on G2.com.

The system is super-simple and easy to use, making it accessible to everyone. The interface is intuitive, so you don't need to be an expert to find your way around. The system has a powerful integrated search engine that makes it easy to access information and find it quickly when you need it. In addition, the system offers comprehensive tips to guide you every step of the way.

Thanks to the Dashboard, users have a direct overview of their training plan. Procedures and training can be consulted at any time, giving users the freedom to learn at their own pace.

The system's structure also facilitates links between the various modules, allowing you to manage CAPAs, deviations, CCs and other quality system topics in a clear, solid and fluid manner.

Finally, it's important to highlight the quality of the support service. Whether it's during the implementation of the system or in the months that follow, the team is always there to help us. They are responsive and ready to answer any questions, which makes the experience even more pleasant and the system easier to set up. Review collected by and hosted on G2.com.

The inability to add appendix numbers can be a hindrance, and being able to automatically integrate Key-ID numbers into the header would be greatly appreciated.

An equipment module to centralize these, facilitate maintenance planning and equipment allocation would be a plus.

Report management is the only real weak point. It is possible to extract Excel or CSV reports, but these are not always easy to use as there is no title or formal framework for what is exported. Review collected by and hosted on G2.com.