FAQs Archive

Q: Can we test the ViaSyst audit management software before we commit?

Yes. Basically, there are two options: a generic test environment based on ISO 9001 a dedicated fully customized test environment, based on your own standards and report formats Option 1 is for free. For Option 2 you pay the same one-time onboarding fee you would pay if you applied. Our team will then manage with you the complete setup, including configuration and training. You will then have access to a fully customised test environment, aligned with your own standards and reports, for a 3-month evaluation period with real data before making a final decision. This is the best way to meet your decision with full confidence. Contact us to get started!

Q: How are the scopes managed and where are they used within ViaSyst?

Accreditation bodies manage and register the scopes in association with the standard. Indeed, applicable lists of scopes vary according to the standard: e.g. the classical 39 IAF scopes for ISO 9001 and 14001, and the A to H food chain categories applicable to ISO 22000. Thus, logically, the scopes are managed within the standard in the ViaSyst platform. And it is 100% custom, even for generic standard like 9001. This allows to address the requirements of some ABs that require more detailed scopes lists. Once embedded in the standard, the scopes are then available and tickable, at the specific detail level at several places within the ViaSyst platform: auditor qualification : to manage a fine-tuned qualification per (sub)scope, organisation page : to be retaken in the planning, the audit folder and the certificate, planning module : to short-list the auditors qualified for the organisation’s scope, audit folder : retaken from the organisation page and editable as necessary, certificate data : retaken from the organisation page and editable as necessary. This works for any set of scopes, irrelevant whether MS or product certification. And, of course, multiple scopes are possible, according to the organisation’s profile.

Q: What can your clients view and edit on the ViaSyst audit management software?

The ViaSyst audit & CB management software is 100% interactive with the CB’s clients, under CB’s control. The CB generates (or cancels) the clients’ access(es) as appropriate, under 100% control. The CB can (dis)activate and control the following view and/or edit rights for his clients: edit right for the client’s profile within the “Offer & Contract” module, tracked approval on the offer / contract proposal, view and approval rights in the planning module, progressive view of the audit folder, alongside the progress of the audit process, e.g. message box (for sharing info and docs), audit plan, checklist (for self-assessment), findings, audit report, …), edit right on the NC completion workflow, view and print right on the contract, report, certificate. All exchanges are managed by ViaSyst, you get rid of emails, files and servers. 100% of the information is stored as data, directly available at the place of use – and ready to be processed.

Q: How to control the auditor qualification within the audit planning process?

An auditor shall be qualified for the applicable standard and scope. This is key within third party accredited certification. Checking and controlling the auditor qualification when planning audits is a critical and time-consuming issue for planning officers. But can this be automatised? Can a database propose you qualified auditors? And flag a warning if you assign a non-qualified auditor? The answer is YES. With ViaSyst, of course. Within ViaSyst, you have: a fine-tuned qualification module, linked to the specific scopes applicable for each standard, an automatic short-listing of available qualified auditors matching with the client’s scope within the planning module, a warning in case you assign a non-qualified auditor. With these features you have the qualification match 100% under control. Note: you nevertheless remain free to decide assigning a non-qualified auditor, maybe as a 2 nd auditor, or in the course of a qualification process.

Q: What is the “Public List” option available within the ViaSyst platform?

This feature, available with the PREMIUM package, enables the publication and sharing of either a public register or a search module connected to the list of certified or recognised sites and organisations by the CB. This public list or search module can then be linked in the CB’s website. Its purpose is to provide transparent and easily accessible verification for third parties — such as clients, partners, or accreditation bodies — allowing them to confirm that an organisation is properly certified and listed in accordance with the applicable standards. The Public List contributes to trust and credibility , as it helps demonstrate the organisation’s commitment to compliance, visibility, and openness in managing its certification data. The Public List option is configurable in three different ways , depending on the organization’s preferences and communication strategy: A clear, publicly accessible list of certified organisations , as shown in this example from one of our clients: https://fami-qs.org/certified-organisations/ Search module through company name or certificate number. QR code-based certificate verification , where each certificate is linked to a unique QR code that allows instant access to its validation details through the ViaSyst platform. This flexibility allows each certification body to tailor the Public List to its operational needs and visibility goals , while maintaining full control over the data being shared.

Q: The ViaSyst audit management software tools for supporting your audit planning

Planning the audits is one of the most tricky and hazardous tasks within a CB. There are so many parameters to coordinate like audit window, type and frequency, auditor qualification, rotation and availability, localisation and distances, …, that there is always a risk to miss something. Thus, ViaSyst, the leading audit management software, prioritised over the time a lot of evolutions allowing CB planning officers to enhance control, security and efficiency around the audit planning process. Here a brief list of the main audit planning tools, which are described more in detail in specific FAQs or posts: Audits to be planned the certificate list view allows sorting per date, showing you which certificates are going to be expired – i.e. which recertification audits need to be planned - in a chosen timeframe, the planned audits list shows which clients have no planned audits, the powerful map view allows filtering clients without any audit(s) planned beyond the last audit date, the audit list allows filtering / sorting by “Last audit day from” Control auditor qualification within planning the qualification list displays the auditors qualified for a specific standard and scope, the audit planning form displays and proposes the auditors qualified for the client’s standard and scope, Logistical aspects the map, filtered per standard, displays the auditor located the closest to the client, a warning within the planning form avoids assigning the auditor 2 times at the same date, a calendar view will soon further improve the planning operations for both CB officers and auditors. Altogether, this generates substantial efficiency and security gains with simultaneous time savings confirmed by the CB officers.

Q: Navigate efficiently within the ViaSyst audit & CB management software

Several tips & tricks allow to navigate more efficiently within the various features of the ViaSyst audit management software. Here the most relevant: Use the Ariadne’s thread on the top right of the screen you have the Ariadne's thread each level of the navigation cascade is separated by a slash (/) by clicking on the corresponding item in the thread you will automatically be redirected at the intended level Open several pages / tabs within the browser if you are editing a module with several pages (typically the audit folder), it is advantageous to open one tab for each submenu of the folder this allows to switch easily from one submenu to another while editing just do not forget to save each tab individually by closing your work! other example: you can open the planning map in one page to localise organisations and auditors, and the planning page to add the missing audits, by assigning the most logical auditors (qualification & distance) use the left-hand side menus: the orange menu on the left-hand side allows access to all modules at CB level the blue menu on the left-hand side allows access specifically to all what is linked to an organisation

Q: How does the back-office save time thanks ViaSyst for managing CB operations?

The CB back-office officers using ViaSyst confirm that they save in average 1 to 1.5 hours per client per year. How can this dream happen? Everything is based on the fact that all information is managed as data, and that data are automatically stored and shared at the place of use, and can be retaken and processed, without copy/pasting. This principle applies at all possible levels, cumulating innumerable savings. Some examples: the organisation (client) data, entered by the organisation itself, are automatically retaken throughout the entire end-to-end workflow, from application to certification, the powerful planning module includes several views and search/filter and warning options, including an interactive map and a calendar, allowing to facilitate the planning work, ensuring not to mis any audit, assigning only qualified and available auditors, as proposed by the database , by assigning an organisation to an auditor, the entire organisation’s history and folder is shared with the auditor, i.e. no emails, files and folders to share, the same for the assigned reviewers (certification decision makers), the administrative review of the reports is 100% automatised and belongs to history, thanks the unavoidable report format structure and automatic check of the completion of mandatory fields, the NC completion workflow is managed by the platform, directly interacting between the client and the auditor, i.e. no need to store and hand over emails and files, the certificate data are structured and featured so as to allow feeding automatically a public list or a search engine for valid certificates, as well as the mandatory IAF certificate database, and many more … Altogether, this generates the substantial savings confirmed by the CB officers. But that’s not all: there are also great savings for auditors at reporting level!

Q: How does the auditor save time thanks ViaSyst for drafting an audit report?

The auditors using ViaSyst confirm that they save in average 1.5 to 2 hours per audit report. How can this happen? Everything is based on the fact that all information is managed as data, and that data can be automatically retaken, without copy/pasting. This principle applies at all possible levels, cumulating innumerable savings. Some examples: the applicable audit report format and the corresponding checklists are automatically generated by opening the audit, without any possible error, the data entered in the programme planning (e.g. audit duration, audit type, auditor, audit date) are retaken in the audit report, the organisation data (e.g. name, address, scope, standards) entered at the client creation retaken in the audit report, the data from previous audit can be retaken and proposed in the new audit report as authorized by the CB (e.g. organisation profile, auditees, number FTEs, general impression, …), audit notes and findings can be captured by vocal recognition with attached pictures through the offline auditing App and directly transferred to the audit report folder, prepopulated fields are available within the audit report folder, with either proposed text options, check-boxes, or similar time saving editing facilities, the entire client’s history with previous reports and findings is fully available and mapped through comprehensive views, allowing easy NC completion follow-up, the checklist tool scores and displays automatically the achieved level, according to the scheme’s features, the software automatically checks the report completion before validation by the auditor, and many more … Altogether, this generates the substantial savings confirmed by the auditors. But that’s not all: there are also great savings at back-office level!

Q: Is training included?

Yes! Training is an essential part of the onboarding process. It is delivered in two key phases: Self-Training: Before any live sessions, your team will receive access to detailed and progressive training materials and instructions related to the ViaSyst user guide. This allows users to explore the platform independently and become familiar with its features at their own pace. Remediation Session: After completing the self-training, we will conduct a remediation session. This live session is deemed to address any questions, clarify uncertainties, and ensure that your team fully understands the database processes and platform functionality. This approach ensures your team is well-prepared and confident to move forward with using the ViaSyst platform effectively.

Can we test the ViaSyst audit management software before we commit?

By Florence Le Lann|2025-05-23T11:55:22+02:0023 May 2025|Categories: General, Implementation project, Financial aspects|

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How are the scopes managed and where are they used within ViaSyst?

By Florence Le Lann|2025-05-20T19:46:28+02:0020 May 2025|Categories: Navigation & efficiency tools|

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What can your clients view and edit on the ViaSyst audit management software?

By Florence Le Lann|2025-05-20T19:45:20+02:0020 May 2025|Categories: Navigation & efficiency tools, Client’s access & interaction|

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How to control the auditor qualification within the audit planning process?

By Florence Le Lann|2025-05-20T19:44:08+02:0020 May 2025|Categories: Data extraction & processing, Planning|

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What is the “Public List” option available within the ViaSyst platform?

By Florence Le Lann|2025-05-20T19:52:26+02:0020 May 2025|Categories: Client’s access & interaction, Data extraction & processing|

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The ViaSyst audit management software tools for supporting your audit planning

By Florence Le Lann|2025-05-20T19:50:25+02:0020 May 2025|Categories: Navigation & efficiency tools, Planning|

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Navigate efficiently within the ViaSyst audit & CB management software

By Florence Le Lann|2025-05-20T19:50:47+02:0020 May 2025|Categories: Navigation & efficiency tools|

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How does the back-office save time thanks ViaSyst for managing CB operations?

By Florence Le Lann|2025-10-22T18:11:47+02:0020 May 2025|Categories: Navigation & efficiency tools, Benefits & savings, Financial aspects|

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How does the auditor save time thanks ViaSyst for drafting an audit report?

By Florence Le Lann|2025-10-22T18:09:29+02:0020 May 2025|Categories: Navigation & efficiency tools, Benefits & savings|

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Is training included?

By Marilou Andioc|2025-05-16T20:41:27+02:0016 May 2025|Categories: Hosting and support|

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