User Guide

1. Register an account — you get a 15-day free trial.
2. After registration your private Notion workspace is created automatically (visible in Compliance Projects).
3. Choose a plan before the trial ends: Large Brand $999/year or Small Brand $1,999/year (billed annually in arrears, invoice on the 1st of each month, 14-day payment term). Small Brand includes 100 products per year; Enterprise 1,000 products per year.
4. Keep your product information and compliance records up to date to receive accurate regulation alerts.

Register the products you sell in the EU so we can match applicable regulations.

1. Go to Radar Products in the sidebar.
2. Click + New product and fill in: product name, category (e.g. Toy, Electronics, PPE), target users, materials, and a short description.
3. After saving, the system runs regulation matching — applicable regulations are shown with a confidence level (High / Medium / Low).
4. Open a product to see the matched regulations, key obligations and the verification items you need (tests, documents).
5. Regulation changes affecting your products appear in Messages and as change alerts on the product.
6. Low-confidence results are boundary cases — escalate them to an expert for confirmation.

Assigning products — each product can be assigned to one or more team members via the Assigned to column (click the + icon). Unassigned products remain with the owner. Hover a member's name to see their email; click a name to view their profile. Rearrange columns by dragging a column header left or right — your layout is remembered on this device. Show or hide columns with the columns icon (between Filter and Export); the Latest updated column shows when a product last changed, to the minute. Deleting a product from the list or the report menu moves it to Trash (sidebar), where you can restore it or delete it permanently.

Compliance report as a traceable project. Each product report has a workflow status(Draft → In review → Testing → Completed) and anaudit trail (the Historytab) that records every meaningful change: who (your account or an expert), when, and what changed — requirement status, remarks, files uploaded/renamed/deleted, ordering, and report status transitions. This makes the whole compliance process fully traceable and auditable.

Browse the knowledge base of EU regulations and standards.

1. Open Regulation Database from the sidebar.
2. Use the search box to filter by title, keyword, CELEX number or product category.
3. Click any row to open the detail view: scope, key obligations, verification items, recent changes, and related regulations.
4. Sort any column by clicking the column header.
5. Every entry links to the official EUR-Lex text.

Create compliance projects from your product information. Each project is stored in your private Notion workspace (your Compliance Projects database).

1. Click Create a Project in the sidebar.
2. Fill in the form: Product name (required), target market, product description, product link, and optional file uploads (max 10 MB each).
3. Click Submit project — a new record is created in your Notion Compliance Projects database.
4. Open Compliance Projects to see the live table (ID, product name, target market, status). Search and sort any column.
5. Click Open on a row to view the full project in Notion.
6. Status changes (Not started → In progress → Done) are made in Notion and reflected on refresh.

Notifications about regulation changes and project activity.

1. Open Messages (bottom of the sidebar; a red badge shows unread count).
2. Click a message to read details — e.g. a new regulation amendment that affects your products.
3. Messages are marked as read automatically when you open them.

Manage who can access your workspace.

1. Open Team from the sidebar.
2. Invite team members by email; they receive an invitation and can join your organization.
3. Roles: Owner (full control, billing), Admin (manage team), Member (use the platform).
4. Only the organization owner receives invoices.

1. Open Billing (owner/admin only).
2. Plans: Free Trial (15 days) → Pro $199/month or Pro $1,999/year (2 months free).
3. Invoices are issued on the 1st of each month for the previous month, with a 14-day payment term.
4. To change plans, go to Select plan and agree to the payment terms.

1. Open Admin Panel from the sidebar (only visible for super admins).
2. Regulation database: add, edit or delete regulations; manage scopes, obligations and verification items.
3. Customers / Organizations: view registered organizations and their workspaces.
4. Projects: review submitted compliance projects (Start review → Review done).
5. Invoices: view generated invoices; arrears invoices are generated by the monthly cron.

Generate a product compliance report from any product in My Products (report icon in the Actions column). The report doubles as a project-management tool: track testing, labelling, packaging and documentation tasks until the project is complete.

Generating a report

1. Open My Products and click the report icon on a product row.
2. If the product is still Auto-matched, you are advised to run an expert review first (go to the product detail page and use Audit). You may continue anyway.
3. The report opens with the identified regulations and standards pre-filled under Lab testing.

Working with the report

• Five modules: Lab testing, Product label, Packaging design, Instructions, Others. Each requirement can be added with +, removed, marked mandatory/optional, given a risk level (high/medium/low) and a status (Not started → In progress → Done/Complied → Failed).
• Files: attach files (test reports, label artwork, packaging files, instructions…) to each requirement. The Files tab lists every uploaded file.
• Contact an ISO 17025 lab (Lab testing module): pick a lab, enter your email, and a quotation request — including your testing list — is emailed to the lab.
• When you receive the test report, upload it to the requirement and update the status yourself. The project is complete when all requirements are Done/Complied.

Data retention

Compliance reports remain available to you while your membership is active. If you terminate your membership, download all your documents before termination. We keep your data for a further 6 months after termination, after which it is permanently deleted.

Report statuses: ● Not started (grey) · ● In progress (orange) · ● Done/Complied (green) · ● Failed (red).

The Enterprise plan ($599/month, or $4,999/year) unlocks the Regulation API — integrate the ComplyMatrix regulation database, matching and change notifications into your own ERP, lab quoting or compliance software.

1. Open Dashboard → API and create an API key (shown once — copy and store it).
2. Authenticate with Authorization: Bearer cm_live_....
3. Query /api/v1/regulations, match products via /api/v1/match, poll changes with /api/v1/changes?since=.
4. Register your webhook URL (POST /api/v1/webhook or in the dashboard) to receive change push events automatically.

Usage is unlimited on the Enterprise plan. Revoke a key anytime from Dashboard → API — applications using it stop immediately.

How do we make sure your product is matched to the right regulations?

The initial automated match is a starting point. In Enterprise mode, our compliance experts review the applicable regulations for every product before they are confirmed. Each matched regulation is checked against the actual characteristics of your product, so the final scope you work with is verified by human experts.

The automated match result is a starting point, not a final answer. It flags regulations and harmonised standards that are potentially applicable, and it must always be reviewed by a compliance expert before being treated as your product's compliance scope. The reasons:

1. Accuracy depends on the product description. We store regulations for the known characteristics of products, but if a product's features are not fully or precisely described, the match result may be incomplete or inaccurate. The more complete your product profile, the more accurate the result.
2. Coverage of common characteristics. Our knowledge base covers the characteristics commonly found in products on the market today. For brand-new designs or emerging technologies, we cannot guarantee 100% coverage.
3. Scope interpretation needs expert judgement.Regulations and standards state their scope, but matching that scope to real product features is a matter of interpretation — the same wording can be read in multiple ways depending on the product. A compliance expert review is therefore always required.
4. The AI is a service, not a legal opinion. Although the ComplyMatrix AI is designed to be as comprehensive and accurate as possible, this feature does not carry regulatory responsibility. Its purpose is to help you hit potentially applicable compliance requirements faster and more completely, so that experts can review them. After the review is completed, all relevant regulations for your product enter your Radar monitoring scope— if a regulation changes, you will receive a notification — so you can keep your technical documentation and labelling obligations up to date across the whole product lifecycle.
5. Radar Products is also a compliance project platform.On top of the expert-reviewed results you can generate a compliance report per product. This is not just a report: it is a compliance project management platform where you can track the whole review, testing and completion process — fully traceable and auditable.

How do we get regulation updates?

We monitor the EUR-Lex Official Journal (L series)— the authoritative source of newly adopted EU legal acts — on a regular basis. Newly published regulations, directives and decisions are imported into the regulation knowledge base and analysed for their scope. When an act that affects one of your products changes, the product in your Radar monitoring scope is flagged and you receive a notification, so you can keep your technical documentation and labelling up to date across the whole product lifecycle.

What it is. Privacy mode saves your uploaded files (test reports, photos, technical documents) to a local folder on your device instead of the ComplyMatrix cloud. Choose it when your company has strict privacy requirements and files must not leave your network.

How to enable

1. Go to Settings → Data & Privacy → Local storage (privacy mode).
2. Click Choose a local folder and select the folder where files should be saved (Chrome or Edge required).
3. From then on, files you upload are written to that folder. Product records keep a reference to the file and it is read back from your device when you open it.

Using privacy mode in a team (LAN shared folder)

If your team works with a shared folder on the local network (NAS or a mapped drive), every member can use the same files — but each member must choose the folder on their own device. The folder choice lives in the browser of the device where it was made and is not shared automatically.

1. Ask every team member to open Settings → Local storage and choose the same shared folder on their own device.
2. Each member’s device must be able to reach the shared path (mapped drive or browsable network share).
3. Requires Chrome or Edge — Safari and Firefox do not support choosing a local folder.

If a member’s device cannot reach the shared folder, files still appear in the product (the reference is stored in the cloud and shared with the team) but the file itself cannot be opened until that device has access. After switching browsers or clearing browser data, choose the folder again.

Expert review

With privacy mode enabled, ComplyMatrix experts cannot access your local files. If you want an expert to review a file, use Upload for expert reviewon the product page — that copies a single file to the cloud for the expert, while the rest of your files stay local.

To stop using privacy mode, go back to Settings → Local storage and click Disable local storage.

What it is. Every detail page has a top bar with a breadcrumb (Home / Module / Page) on the left and a “…” menu on the right.

The “…” menu

• Full width — switch between narrow and full-width layout (remembered per page).
• Print — print the current page.
• Font style / size — change the page font and text size (remembered per page); Reset font restores the default.
• Copy link — copy the page address.
• Lock — make the page read-only.
• Favorite — star the page.
• Version history — save snapshots and restore them later.
• Share — grant a member access (can view or can edit); non-members invited by email.
• Publish — publish publicly with a URL, optional password, cancellable.
• Export — PDF or Markdown.
• Move to trash — archive (restorable).

What it is. The platform groups its five services into workspaces — Compliance, Inspections, Digital Product Passport (DPP), EUDR Due Diligence and ESG.

Switching workspaces

1. At the top of the sidebar, click the current workspace name.
2. Pick the workspace you want — the sidebar switches to that service and you are taken to its home page.
3. Your choice is remembered on this device (per browser).

Opening a product in another service

On a compliance report, use the Open in Inspections / DPP / EUDR / ESG buttons next to the title to jump straight to that product in another service (the workspace switches automatically).

Creating DPPs

Switch to the Digital Product Passport workspace to manage DPPs. The DPP sidebar offers:

• Create a new DPP — category-specific forms for Battery (EU 2023/1542), Toy (EU 2025/2509), Textile (ESPR), Construction (EU 2024/3110) and Detergent (EU 2026/405) DPPs, plus a Customized DPP template builder.
• DPP Management — list, edit and publish your DPP records.
• EU Registry — see published DPPs ready for registration with the EU DPP Registry portal.

Each category form is driven by the regulatory field definitions for that product category (product name, brand, model, GTIN, country of origin and the regulation-specific fields). You can save a DPP as a draft or publish it for the registry.

Category DPP features were migrated from complydpp — the full DPP experience now lives in ComplyMatrix.

Settings dialog

Open Settings from the sidebar. It opens as a dialog (80% × 80% of the screen) with two panes: the left pane lists setting groups, the right pane shows the selected group. Click outside the dialog or press Esc to close.

• General — appearance (light / dark / system), table style (Classic / Notion / Airtable).
• Preferences — report file actions (upload / link / both), auto-add to Lab Testing, AI assistant key.
• Security — two-factor authentication (TOTP).
• Sidebar — show / hide modules and items, instantly.
• Data — export your data (JSON), local storage (privacy mode), backups, and the Danger Zone (delete account).
• Notifications — regulation change alerts (in-app + email).
• Help — user guides and legal pages.

Groups still being built (Members, Billing, Integrations, Audit and the missing items in each group) are shown as Coming soon placeholders.

Inspections workspace

Switch to the Inspections workspace to manage pre-shipment quality control. The sidebar offers:

• Overview — product workbench: pick a product to add it to your inspection queue.
• Inspections — all inspection reports. Open one to record the inspection type (sample / pre-production / during-production / final / container loading / warehouse), the sampling plan (AQL 1.0 / 2.5 / 4.0 per ISO 2859-1, 100% or custom), findings (from the defect library or custom), evidence photos, and the result (Pass / Conditional pass / Fail). Export or print the report as PDF.
• Tasks — schedule inspections per product and supplier, assign an inspector, track status (pending / in progress / completed / cancelled). Switch to the calendar view for the monthly schedule.
• Orders — inspection orders created from radar products (status, quantity, ETA).
• Templates — reusable inspection templates: type, sampling plan (AQL) and protocol (defect acceptance criteria as JSON rules).
• Quality Dashboard — overview of open orders, active inspections, CAPA status, supplier ranking and upcoming schedule.
• Expenses — cost records per project (travel, daily/hourly rates) submitted by inspectors; finance approves or rejects.
• Reconciliation — finance statement aggregated per project × inspector (approved / pending / total), exportable as CSV.
• Inspectors — inspector profiles, qualifications and availability.
• Notifications — per-event notification preferences (order created, NCR, CAPA, expense review, regulation update).
• Suppliers — supplier profiles, contact details, country, rating (0–5) and self-inspection authorization.
• Defects — defect library with categories (appearance / packaging / function / dimension / material / other) and severity (minor / major / critical) used in reports.
• CAPA — corrective actions: register the problem, root-cause analysis, corrective action, owner and due date; verify and close.
• Settings — choose which inspection types and sampling plans are offered, and manage the inspector list.

Inspection reports and workbench state are stored on your device; tasks, suppliers, defects and CAPA records are stored per organization.

Atomic permissions

Permissions are atomic points of the form {resource}.{action}.{scope} — e.g. report.approve.all. 15 resources (workspace, module, product, project, report, order, template, inspector, supplier, defect, capa, expense, regulation, user, notification) × 8 actions (view, create, edit, delete, approve, assign, export, manage) × 3 scopes (all, org, assigned).

Default roles (system, adjustable by super admin): Super Admin, General Manager, Buyer Manager, Buyer, Compliance Manager, Compliance Engineer, Quality Manager, Quality Engineer, Order Follower Manager, Order Follower.

• Super Admin — global access, can manage users/roles, assign roles to any email.
• General Manager / Buyer Manager — view all workspaces.
• Buyer — own assigned products/orders.
• Compliance Manager — Compliance, DPP and ESG workspaces; approve reports.
• Compliance Engineer — own projects.
• Quality Manager — Inspections workspace; manage reports/CAPA/suppliers/templates.
• Quality Engineer — own projects.
• Order Follower Manager / Order Follower — order management module / own orders.

The sidebar shows only the workspaces the user may view. Users without explicit role assignments keep their legacy role behaviour. Super admin manages everything under Admin → Roles & Permissions: edit role permission matrices (per resource × action, with a scope tab), create custom roles and assign roles to users by email (a user can hold several roles — permissions are the union).