Frequently Asked Questions
Common questions about using Qrema, organized by topic.
Account & Login
How do I reset my password?
Click "Forgot Password?" on the login page. Enter your email address, and you'll receive an OTP code via email. Enter the 6-digit code on the verification page, then set a new password (minimum 6 characters).
I didn't receive the OTP code. What should I do?
- Check your spam/junk folder -- the email may be filtered
- Wait at least 2 minutes before requesting a new code
- Verify you entered the correct email address
- If the issue persists, contact your administrator
Can I change my email address?
Contact your workspace administrator to update your email address. This cannot be changed directly from user settings for security reasons.
My session expired. Why was I logged out?
Qrema uses JWT tokens for authentication. If your token expires or becomes invalid, you'll be redirected to the login page. Simply log in again -- your data is safe.
How do I invite a new team member?
Go to Settings > Member and click "+ Invite Member". Enter their email and select a role. Only Admin users can invite members. The invited person will receive an email with a temporary password.
Important: The temporary password is shown only once when creating the invitation. Make sure the new member copies it immediately or requests a password reset on first login.
What roles are available?
| Role | What They Can Do |
|---|---|
| Super Admin | Everything, plus admin member management across the platform |
| Admin | Full access to all modules. Can invite/remove members, manage settings, and billing. |
| Manager | Full access to all operational modules. Cannot modify settings or billing. |
| Operator | Access to production, inventory, and quality control modules for daily operations. |
| Viewer | Read-only access to all modules. Cannot create or modify any records. |
Can one person belong to multiple companies/workspaces?
No. Each user account belongs to a single company workspace. If you need to access a different workspace, a separate account is required.
Inventory
How is stock updated?
Stock levels are updated automatically through three channels:
- Purchase Orders -- Receiving a PO increases green bean stock
- Work Orders -- Roasting consumes green beans (decrease) and produces roasted coffee (increase)
- Sales Orders -- When status changes to "Sent", roasted coffee stock is deducted
What are the different inventory item types?
| Type | Description | Example |
|---|---|---|
| Green Bean | Raw coffee beans with lot tracking, supplier, and expiry dates | Ethiopia Yirgacheffe Grade 1 |
| Roasted Bulk | Bulk roasted coffee produced from work orders | Medium Roast Blend |
| Finished Good | Packaged products composed of ingredients | 250g Retail Bag - Single Origin |
Finished Goods are composed of ingredients. When creating a finished good, you must specify the ingredient items and quantities. The system validates that sufficient stock exists for all components.
What happens if I try to delete an inventory item?
Items with existing transactions (purchase orders, work orders, sales orders) cannot be deleted. You can mark them as inactive instead, which hides them from selection lists while preserving historical data.
Note: You also cannot set an item to inactive while it still has active lots in inventory.
How do I set up reorder alerts?
Edit any inventory item and set the Reorder Point field. When stock falls below this level, the item appears as a low-stock alert on the Dashboard.
Why am I seeing an "insufficient stock" error?
This error occurs when:
- A work order tries to consume more green beans than available in the selected lot
- A sales order tries to sell more roasted coffee than currently in stock
- A finished good creation requires components that aren't available
Check your current stock levels in the Inventory module before creating the order.
Purchasing
What is the purchase order lifecycle?
Purchase orders also have an independent payment status (Unpaid, Partial, Paid) and delivery status that track separately from the main order status.
Can I receive a partial shipment on a purchase order?
Yes. When receiving a purchase order, you can specify the actual quantity received for each line item. The system uses the "Quantity Received" field -- if left empty, it defaults to the ordered quantity.
What happens when a purchase order is received?
When a PO moves to Received status, the system automatically:
- Creates a lot for each line item with the received quantity
- Updates inventory stock levels for the received items
- Records the actual delivery date
How do lots work?
A lot represents a specific batch of green beans received from a supplier. Each lot has its own traceability data (origin, process, quantity, received date). Lots are linked to work orders so you know exactly which beans were used in each roast.
Can I mark a PO item as a sample?
Yes. Each purchase order line item has an "is sample" flag. Use this to track pre-purchase evaluation samples separately from full production orders.
What if the delivery date is before the order date?
The system will reject this -- the actual delivery date must be on or after the order date. Adjust the dates accordingly.
Production
What is roast loss?
Roast loss is the percentage of weight lost during roasting due to moisture evaporation and chemical reactions. It's calculated as:
Roast Loss % = (Input Weight - Output Weight) / Input Weight x 100
Typical values range from 12-20% depending on roast level (lighter roasts lose less, darker roasts lose more).
What is the work order lifecycle?
Work orders can also be Cancelled at any stage before completion.
Do I need Artisan software?
No. Artisan integration is optional. You can use Qrema's work order system entirely without Artisan. However, if you use Artisan for roast logging, the sync feature lets you import detailed roast curves and metrics automatically.
What Artisan file formats are supported?
Qrema accepts two formats:
.json-- Standard Artisan export format.alog-- Artisan's native format (Python-formatted, auto-converted by Qrema)
Both formats must contain the required fields: timex, temp1 (Bean Temperature), and temp2 (Environment Temperature).
I uploaded an Artisan profile but it says "duplicate". Why?
Artisan profiles include a unique identifier (roastUUID). If the same profile has already been uploaded, Qrema detects the duplicate and prevents a second upload. This is a safety feature to avoid data duplication.
Can I sync an Artisan profile to an existing work order?
Yes, but the work order must:
- Not already have a roast profile attached
- Not be in Completed status
Navigate to Production > Artisan Sync, find the uploaded profile, and link it to the desired work order.
Note: Once synced, the Artisan roast profile data is read-only in Qrema. It cannot be exported back to Artisan.
Can I create a work order without a roast profile?
Yes, but it's recommended to always associate a roast profile (master profile) for consistency tracking and quality control.
What are the date/time format requirements for work orders?
- Date must be in
YYYY-MM-DDformat (e.g.,2024-03-15) - Time must be in
HH:MMformat (e.g.,14:30)
The system validates these formats strictly. Use the date/time pickers in the UI to avoid formatting errors.
How does the floating stopwatch work?
The floating stopwatch appears during active work orders. You can:
- Start/stop/reset the timer
- Drag it to any position on the screen
- Use it to time roast phases without leaving the work order page
The stopwatch is purely a timing aid -- it does not automatically record data to the work order.
Can I download a roast report as PDF?
Yes. Completed work orders have a "Download PDF" button that generates a report containing batch details, the roast profile chart, input/output weights, and roast loss data.
Selling
What statuses can a sales order have?
Orders can also be Cancelled from Draft or Sent status.
Does fulfilling a sales order automatically update inventory?
Yes. When a sales order moves to Sent status, the inventory for the ordered items is automatically deducted. If the order is later Cancelled, inventory is restored.
What fields are required to create a sales order?
- Customer (must be selected from Customer Master)
- Shipping Address
- At least one line item with product, quantity (> 0), and unit price (>= 0)
Can I edit a sales order after it's sent?
No. Once a sales order moves to Sent status, most fields become locked. If you need to make changes, cancel the order and create a new one.
How is the balance due calculated?
Balance Due = Subtotal + Shipping Cost - Payments Received
The balance updates automatically as payments are recorded.
Quality Control
What scoring system does Qrema use?
Qrema uses a scoring system based on the SCA (Specialty Coffee Association) cupping protocol. Each attribute is scored on a scale of 6.0 to 10.0. The total score determines the quality grade:
| Total Score | Grade |
|---|---|
| 90+ | Outstanding / Specialty |
| 85-89 | Excellent |
| 80-84 | Very Good |
| 75-79 | Good |
| Below 75 | Below Specialty Grade |
Can multiple people score the same cupping session?
The current system supports single-scorer sessions. For panel cupping with multiple cuppers, create separate sessions for each cupper and compare scores manually.
What is blind cupping mode?
In blind cupping mode, samples are identified by blind codes instead of their actual names. This prevents bias during evaluation. Blind codes can be auto-generated by the system or entered manually.
Can I link a cupping session to a specific lot or work order?
Yes. When creating a cupping session, you can select the roasted coffee batches to evaluate. This creates traceability from the cupping score back to the specific lot and work order.
Integrations
What external integrations does Qrema support?
| Integration | Purpose |
|---|---|
| Artisan Roaster | Import roast profiles (.json / .alog) and sync to work orders |
| MCP Server | API access for external tools and AI agents |
| Email (Resend) | Automated emails for OTP, invitations, and notifications |
How do API keys work?
Qrema offers two types of API keys:
- Artisan API Key (prefix:
artisan_live_) -- For Artisan roaster integration - MCP API Key (prefix:
mcp_live_) -- For external tool access via MCP protocol
API keys are managed in Settings. Only Admin users can create and revoke keys.
Important: API keys are shown only once at creation. Copy and store the key immediately -- you cannot view it again later. If you lose the key, revoke it and generate a new one.
Can I export data from Qrema?
- Reports can be exported as PDF from the Reports module
- Roast profiles for completed work orders can be downloaded as PDF
- For bulk data exports, contact your administrator
Dark Mode & Display
How do I switch to dark mode?
Toggle dark mode from Settings > General or via the theme toggle in the interface. Your preference is saved server-side and syncs across all your devices automatically.
Does dark mode follow my OS setting?
Yes. Qrema can detect your operating system's light/dark preference and switch automatically. You can also override this with a manual selection.
The interface looks zoomed on my iPhone. Is that normal?
Qrema prevents auto-zoom on iOS input fields. If you experience display issues on mobile, try refreshing the page. The interface is optimized for desktop but fully functional on mobile browsers.
Billing & Usage
Where can I see my billing information?
Go to Settings > Billing & Usage to view your current plan, usage metrics, and invoice history.
How do I change my payment method?
Navigate to Settings > Billing & Usage and click "Update Payment Method" to change the card on file.
What usage metrics are tracked?
- Team Members -- Number of active members in your workspace
- Storage -- Total data storage used
- API Calls -- Monthly API request count (relevant for MCP/Artisan integrations)
Troubleshooting
I'm getting a "date format" error on forms. What's wrong?
Qrema requires dates in YYYY-MM-DD format (e.g., 2024-03-15) and times in HH:MM format (e.g., 14:30). Use the built-in date/time pickers instead of typing manually to avoid format issues.
The date picker isn't opening when I click the field. Why?
On some browsers, the date picker requires a direct click on the calendar icon. If the picker doesn't appear, try clicking the small calendar icon at the right end of the date field.
I can't set an item to inactive. What's going on?
An inventory item cannot be set to inactive while it still has active lots in the system. First, ensure all lots for that item are consumed, transferred, or closed, then try again.
My purchase order status won't change. Why?
Common reasons:
- Missing required fields -- Ensure all required fields are filled (supplier, items with quantity > 0)
- Invalid date -- The actual delivery date cannot be before the order date
- Already closed -- Closed or cancelled POs cannot change status
I see "email already registered" when inviting a member. What should I do?
This means the email address is already associated with an existing account (possibly in a different workspace). The person needs to use a different email, or contact support to resolve the conflict.
Reports are showing unexpected data. How do I fix it?
- Check your date range filter -- make sure start date is before end date
- Verify the category filter isn't excluding the data you expect
- Ensure all work orders and sales orders have been properly completed/delivered -- incomplete orders may not appear in some reports