Product Manager FAQs

The easy way to get answers to the most frequently asked questions.
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Getting Started

Yes! cosmetri has an data import wizard, enabling you to easily and accurately import your formulas. You can upload your formulas in .xls format and all raw materials will be created on-the-fly. If a raw material already exists it will be recognized and mapped to your formula. You can use the preview screen to adjust and verify your data before completing the import.

To access the import wizard click below to login and then choose 'Import Data' in the left-hand menu:
https://www.cosmetri.com/admin/login.php

If you require a consultation in importing your data to cosmetri you can also schedule a phone or Skype session with one of our support staff, at a time convenient to you. Click here to schedule a call.

cosmetri is currently only offered in English. However, if you feel strongly that there is a market for a version of cosmetri in your native language and are interested in partnering with us, let us know.

Please note that for E.U. compliance, English is an accepted language within every member state for PI files and other regulatory information.

Check out the Getting Started Guide (PDF) to familiarize yourself with the basic principles of cosmetri and to learn step-by-step how to easily:

  1. Create raw materials
  2. Create a product
  3. Create a formula
  4. Build your formula composition
  5. Check compliance of your formula (EU)
  6. Add data and document
  7. Generate a compliant PIF

Click here to download the Getting Started guide.

For first-time users, you can also view a Getting Started video (based on cosmetri v3.0), which explains the basic steps required for entering your first product and formula, activating the Compliance Checker and working through the generated tasks until you can export a fully compliant product information file (PIF).

In all key pages of the cosmetri application you will see useful help panels with handy tips and an introduction to using the page. Once you are familiar with using cosmetri , click on the button at the bottom of each help panel to hide the panel, thus simplifying your user interface. To switch help panels back on go to your user options under / My Profile / Reset Help Panels.

Yes! cosmetri is not a phone app. It is Software as a Service (SaaS), meaning, that you access the software via a web browser using a PC (or Mac of course!). SaaS cloud computing is the future of software development and offers the advantage of mobility, security and freedom from being tied to one device or operating system. There is no installation or requirement to keep your software updated. Each time you login to cosmetri you’ll have immediate access to the latest version.

Please click here to view the latest minimum system requirements for running cosmetri.

We’ve designed the software from the ground up, making it as simple to use as possible. Check on our website under the menu item "Support" for support options including training videos, user guides and the Getting Started Guide (PDF) which will have you up and running in no time. The time you invest at the start in learning the ropes and adding your data will pay off in the future as you put cosmetri at the heart of your business workflow and in maintaining compliance of your cosmetic products. If you still require one-to-one support in using cosmetri you can also schedule online training.

Yes, you are welcome to trial the software for free for 14 days. The same trial account can be used to test cosmetri GMP and Product Manager or select only one of these if preferred. We recommend that you receive a free online demonstration of the cosmetri GMP before starting the software trial. To apply click here.

Yes. The cosmetri user manuals are available as PDF guides, found under the menu item 'User Guides' within the application. You can also download them here.

For first-time users, you can also view a Getting Started video, which explains the basic steps required for entering your first product and formula, activating the Compliance Checker and working through the generated tasks until you can export a fully compliant product information file (PIF).

There is a lot of in-application help available in the form of help panels, which appear on every page and tab of the cosmetri application.

Cosmetri help panel

Once you have familiarized yourself with the information you can hide each help panel to free up space on the screen. If you need to reset the help panels, go to 'My Profile' in the user menu (top right) and select 'Reset Help Panels'.

Each field where you are required to enter data also includes a contextual tooltip which can be accessed by clicking on the [?] link.

Cosmetri tooltips

The Administrator account has access to user management, global settings, billing and subscription options. If you are subscribed to both cosmetri GMP and Product Manager, the same Administrator account is used for both. Switch to the required application and then open the user menu (top right) to manage the settings for the application.

In all cosmetri GMP accounts and Product Manager accounts created after 15 April 2019, the Administrator account is restricted to only these functions and is not a normal user. Product Manager customers who subscribed before this date may continue to use the same Administrator account and access all features of the Product Manager.

We recommend that the Administrator account is operated only by an authorized staff member and the associated roles and responsibilities clearly defined in your staff training and SOP documents. Staff members with access to cosmetri GMP and/or Product Manager should be instructed in the first line to contact their Administrator if they have questions regarding user management, permissions or experience any problems with accessing the software.

Technical support is free to all subscribers for problems and questions you may have for the following type of issues:

  • Bugs
  • Browser-related issues
  • Security
  • Advice on migration of your data
  • Upgrading, billing and payment

Subscriptions include free training. Please check the plans page for details. If you require additional training and support in using cosmetri, please click here to purchase support hours. Use the following link to schedule your training.

Click to Schedule

If you need urgent support it can still be faster to submit your request via email to support@cosmetri.com. We aim to respond to support requests by email, usually within the same working day (we're usually fast at responding - just ask one of our customers!) and this proves to be far more efficient and effective, since your request can be routed directly to the best person able to help you.

Formulas

You can use cosmetri to manage your safety data at the ingredient, raw material and product level. Safety calculations such as Max. Daily Exposure, SED and MoS are performed and all safety data can be exported. We are not able to provide direct support in formulation, legal or regulatory issues. If you would like us to recommend someone to you, please contact support@cosmetri.com and we'll put you in touch with a professional who can help you out!

If you are using a base formula and adding other ingredients to this you will need to know the composition of the base formula. Ask your supplier or the manufacturer to provide you with this information. They may be only willing to provide percentage ranges for each ingredient in their product, but preferably will give you the exact percentages.

You need to first add the base product as a raw material by selecting ‘New’ in the Raw Materials menu. You can then enter each ingredient directly into the raw material composition, entering either exact percentages or percentage ranges. For exact percentages, enter the same % value in both the Min. and Max. columns. Once you’ve created your base formula as a raw material this will then be available to add to your main product formula from where you can also add the additional ingredients. If you still require support in creating your first formula, please download the Getting Started Guide.

 

You'll need either the INCI name or CAS number for any ingredient, both of which your supplier can provide you. Cosmetri has all 25,000+ ingredients listed within CosIng, that are available, so 99.9% of the time the ingredient you require will be in the list. Make sure that you look in the four additional ingredients lists (colorants, perfume allergens, preservatives and UV filters) since these ingredients are NOT listed in the main inventory.

Usually a quick web search using the common name will yield the required information. For example, 'pink clay' can be comprised of two separate ingredients - White Clay, Kaolin, (CAS CAS 1332-58-7) and Red Clay, Illite (CAS 12173-60-3). In such a case, you would need to create a raw material (choose 'New' under the 'Raw Materials' menu) and then add these two ingredients to the raw material composition, saving the new raw material under the trade name 'Pink Clay'. You then add this raw material directly to your formula. Please ensure that you enter the correct Min.% and Max. % amounts for each ingredient in the multi-ingredient raw material - again, you need to check with your supplier and/or your safety assessor that this is correct, or check any Certificate of Analysis (CoA) or Material Safety Data Sheet (MSDS) you may have.

Many cosmetic manufacturers produce their own multi-ingredient base raw materials that are then used in their finished product formulas. Examples include:

  • base soaps
  • essential oil blends
  • gels
  • herbal infusions (see below, ‘The ‘herbal infusion’ problem’)

For an article on this topic, please click here.

To use the cosmetri it is important that you understand the principle of entering %w/w amounts in your formula’s composition. This is the most universally adopted method for formulation of cosmetic products and the method that is used in cosmetri. However, if you prefer to formulate by weight/volume (even in drops), we have a tool for this. For further information please read the following blog article and the Getting Started guide.

If you are new to cosmetri, you need to be prepared to invest some time at the start - time which is well invested for the future efficiency of your cosmetics business. If you have your formula data already in spreadsheet format our data import wizard is a really fast way to get up and running. You'll find this in the left hand menu under 'Data Import'. We can support you in preparing your spreadsheets for import - just email support@cosmetri.com and send us a sample spreadsheet.

To access the import wizard click below to login and then choose 'Import Data' in the left-hand menu:
https://www.cosmetri.com/admin/login.php

If you do not have your formulas in a format that can be imported into cosmetri you can still easily build your formulas directly within the application. Download the Getting Started Guide (PDF) to find out how easy this is.

If you still require support in setting up cosmetri for your business needs, click here to schedule a free one-to-one call (via Skype or phone) with us and we'll help you out with any problems you are facing.

 

We can only give advice about any specific INCI that you think should be available in Product Manager. Before contacting us, please do the following:

  1. Contact your supplier wherever possible, if the ‘missing’ ingredient is not clearly stated in any raw material SDS in terms of its INCI and CAS no. (see section 3 of the SDS).
  2. Use Google to verify that any INCI and/or CAS you have is correct. Check for example, if you are confusing the common or chemical name with the INCI.
  3. Check on the CosIng website that the ingredient is available there and is not in Annex II (banned substances). Here is the link:
    http://ec.europa.eu/growth/tools-databases/cosing/index.cfm?fuseaction=search.simple
  4. In CosIng and Product Manager, try searching for a narrower match of the INCI string you have instead of the entire INCI. For example, instead of entering “1,4 CYCLOHEXANEDIOL BIS-ETHYLHEXANOATE”, try “CYCLOHEXANEDIOL” and look for matches in the search results.

If the above steps show that the ingredient is available in CosIng and permitted for use in cosmetics and personal care products but cannot be found in Product Manager, please then forward the details of the ingredient to us and we will investigate.

There are currently over 27,000 cosmetics ingredients pre-loaded in cosmetri and updated every 24 hours. This data is sourced from the European Union CosIng database and is updated every 24 hours. You no longer need to lookup data on the CosIng website – all ingredients are accessible directly within cosmetri, with regulatory and directive data, SCCS Opinions, CAS numbers and INCI names. Special lists are also maintained for colorants, perfume allergens, preservatives and UV filters.  cosmetri's Ingredients Watch monitors for changes to ingredients data in CosIng and alerts you to any potential issues in your formulas. Further ingredients data is being added, with v4 of cosmetri's Product Manager including options for compliance data including US/FDA, ASEAN and China.

You set a formula to production mode once you are using the formula to manufacture your product. There are some important differences from draft mode formulas:

  1.  in the Open Tasks tab of the formula, select Compliance Checker tasks to be alerted to any actions you must take to ensure that your PIF is complete;
  2. only approved, production mode formulas can be selected for manufacture;
  3. the formula is 'locked' and you will be alerted if you attempt to change it, including any associated documents;
  4. a product dossier/PIF can be generated.

Products

You can use cosmetri to manage your safety data at the ingredient, raw material and product level. Safety calculations such as Max. Daily Exposure, SED and MoS are performed and all safety data can be exported. We are not able to provide direct support in formulation, legal or regulatory issues. If you would like us to recommend someone to you, please contact support@cosmetri.com and we'll put you in touch with a professional who can help you out!

Many cosmetic manufacturers produce their own multi-ingredient base raw materials that are then used in their finished product formulas. Examples include:

  • base soaps
  • essential oil blends
  • gels
  • herbal infusions (see below, ‘The ‘herbal infusion’ problem’)

For an article on this topic, please click here.

If you are new to cosmetri, you need to be prepared to invest some time at the start - time which is well invested for the future efficiency of your cosmetics business. If you have your formula data already in spreadsheet format our data import wizard is a really fast way to get up and running. You'll find this in the left hand menu under 'Data Import'. We can support you in preparing your spreadsheets for import - just email support@cosmetri.com and send us a sample spreadsheet.

To access the import wizard click below to login and then choose 'Import Data' in the left-hand menu:
https://www.cosmetri.com/admin/login.php

If you do not have your formulas in a format that can be imported into cosmetri you can still easily build your formulas directly within the application. Download the Getting Started Guide (PDF) to find out how easy this is.

If you still require support in setting up cosmetri for your business needs, click here to schedule a free one-to-one call (via Skype or phone) with us and we'll help you out with any problems you are facing.

 

For EU compliance, the named Responsible Person (R.P.) must store the PIF at the address registered in the CPNP for a minimum of 10 years from the date your product was last commercially available. You are also required to maintain batch version changes of your PI files. If your product is still being produced and sold, it is essential to check regularly to ensure that your PI file is still up to date. Use the Manufacturing module to enter your product batch data and a batch protocol will be automatically generated for each product batch. This will ensure that any changes across your batches are logged. Download and save your batch protocols in the same folder as the main PIF to ensure that you maintain complete documentation for each of your products. We recommend that you store your PI files on your local PC and also keep every formula in your cosmetri account so that you can generate a PI file and batch protocol for any batch, whenever you need it.

Read the following blog article on PIF software.

Compliance

cosmetri's Product Manager is integrated with the EU CosIng data, including SCCS Opinions which are available for all plans. In v4 of the Product Manager compliance data will be available for US/FDA, ASEAN and China.* In the Global Settings (administrators), under ‘Compliance’ you can also configure different compliance zones and add your own lookup references for ease of checking the regulations.

We may be able to integrate your account with other regulatory data sources. Please contact us to discuss your requirements.

* Subject to additional fee - to be announced.

No, you must register your products manually in the CPNP. Entering and managing your product in cosmetri is a useful preparation for submitting your new product to the CPNP. If however you still require support with the CPNP registration, contact us and we'll put you in touch with someone who can help you out.

By maintaining batch traceable, up-to-date dossiers/PIFs for each of your products, following Good Manufacturing Practices (GMP) and exercising due care by consulting with a qualified, competent safety assessor, you will be positioned well for gaining compliance in whichever country you sell your products. In our experience, most businesses fall foul of the regulations due to simple mistakes, or by not understanding the requirements of GMP. Unfortunately, some smaller businesses are still ignoring the regulations altogether! By using cosmetri you minimize your risk and drastically reduce the amount of time working on admin and compliance tasks instead of creating and selling your products.

For the E.U., Cosmetics Regulation (EC) No 1223/2009 states:

“Member States shall lay down the provisions on penalties applicable for infringement of the provisions of this Regulation and shall take all measures necessary to ensure that they are implemented. The penalties provided for must be effective, proportionate and dissuasive. The Member States shall notify those provisions to the Commission by 11 July 2013 and shall notify it without delay of any subsequent amendment affecting them.”

In the event of infringement of the regulation, the so-called Competent Authority will first contact the Responsible Person. Remedial action will be required, and in cases where a real threat to human health is determined, a penalty will be incurred 'proportionate to the violation'. In other words - make sure your products are compliant and that they stay compliant.

A central pillar of the cosmetic regulatory framework in most countries is compliance with Cosmetics Good Manufacturing Practices (GMP) ISO 22716. For example, in the EU compliance with Regulation (EC) No 1223/2009 requires adherence to  GMP and stipulates i). maintenance of complete and accurate documentation (para. 17) and ii). change control (para. 15). Paragraphs 6.4.4 and 7.2.1.2 set out requirements for documenting all batches of raw materials used to manufacture your product, as well as information on each supplier. Complying with ISO 22716 therefore extends responsibility above and beyond the regulatory requirements for maintaining up-to-date product information files (PIFs), resulting in complex and time-consuming administration for companies that have no effective system for managing these tasks.

 

A substance classified as CMR1B (or CMR1A) is automatically prohibited for use in cosmetic products. By way of exception, the Commission may adopt measures for the authorisation of these categories of substances provided that all the following conditions listed in article 15, paragraph 2 are fulfilled:

– No suitable alternative substances are available,
– The application is made for a particular use of the product category with a known exposure,
– Assessment by the Scientific Committee for Consumer Safety (SCCS) of the European Commission concluding to the safety for use in cosmetic products.

There are currently over 27,000 cosmetics ingredients pre-loaded in cosmetri and updated every 24 hours. This data is sourced from the European Union CosIng database and is updated every 24 hours. You no longer need to lookup data on the CosIng website – all ingredients are accessible directly within cosmetri, with regulatory and directive data, SCCS Opinions, CAS numbers and INCI names. Special lists are also maintained for colorants, perfume allergens, preservatives and UV filters.  cosmetri's Ingredients Watch monitors for changes to ingredients data in CosIng and alerts you to any potential issues in your formulas. Further ingredients data is being added, with v4 of cosmetri's Product Manager including options for compliance data including US/FDA, ASEAN and China.

Cost Calculator

If you have admin rights choose 'Global Settings' from the user menu (top right) and then under the tab 'Default Settings' you can select any base currency you prefer. cosmetri uses live currency exchange rates to convert any material costs in a non-base currency to your base currency. The resultant calculations of your formula's materials costs will then reflect current exchange rates.

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Publish & Import Data

Login to your client’s account using the user account that they created for you, as listed under 'My Clients' in your Service Provider account. You can then directly enter data in their account as well as upload any documents. Check your dashboard and respond to any notes and tasks assigned to you. If you are assigned as a test operator for any pending or overdue tests, these will also be displayed.

You can publish data from your Service Provider account for import by your client – including product/formulas, raw materials, test groups and packaging items. You may also create publishing groups to publish data for import by an user added to that group.

See the following guides for further support:

https://www.cosmetri.com/docs/cosmetri-publishing-guide.pdf/
https://www.cosmetri.com/docs/cosmetri-import-shared-data-guide.pdf

Raw Materials

You can use cosmetri to manage your safety data at the ingredient, raw material and product level. Safety calculations such as Max. Daily Exposure, SED and MoS are performed and all safety data can be exported. We are not able to provide direct support in formulation, legal or regulatory issues. If you would like us to recommend someone to you, please contact support@cosmetri.com and we'll put you in touch with a professional who can help you out!

If you are using a base formula and adding other ingredients to this you will need to know the composition of the base formula. Ask your supplier or the manufacturer to provide you with this information. They may be only willing to provide percentage ranges for each ingredient in their product, but preferably will give you the exact percentages.

You need to first add the base product as a raw material by selecting ‘New’ in the Raw Materials menu. You can then enter each ingredient directly into the raw material composition, entering either exact percentages or percentage ranges. For exact percentages, enter the same % value in both the Min. and Max. columns. Once you’ve created your base formula as a raw material this will then be available to add to your main product formula from where you can also add the additional ingredients. If you still require support in creating your first formula, please download the Getting Started Guide.

 

You'll need either the INCI name or CAS number for any ingredient, both of which your supplier can provide you. Cosmetri has all 25,000+ ingredients listed within CosIng, that are available, so 99.9% of the time the ingredient you require will be in the list. Make sure that you look in the four additional ingredients lists (colorants, perfume allergens, preservatives and UV filters) since these ingredients are NOT listed in the main inventory.

Usually a quick web search using the common name will yield the required information. For example, 'pink clay' can be comprised of two separate ingredients - White Clay, Kaolin, (CAS CAS 1332-58-7) and Red Clay, Illite (CAS 12173-60-3). In such a case, you would need to create a raw material (choose 'New' under the 'Raw Materials' menu) and then add these two ingredients to the raw material composition, saving the new raw material under the trade name 'Pink Clay'. You then add this raw material directly to your formula. Please ensure that you enter the correct Min.% and Max. % amounts for each ingredient in the multi-ingredient raw material - again, you need to check with your supplier and/or your safety assessor that this is correct, or check any Certificate of Analysis (CoA) or Material Safety Data Sheet (MSDS) you may have.

Many cosmetic manufacturers produce their own multi-ingredient base raw materials that are then used in their finished product formulas. Examples include:

  • base soaps
  • essential oil blends
  • gels
  • herbal infusions (see below, ‘The ‘herbal infusion’ problem’)

For an article on this topic, please click here.

To use the cosmetri it is important that you understand the principle of entering %w/w amounts in your formula’s composition. This is the most universally adopted method for formulation of cosmetic products and the method that is used in cosmetri. However, if you prefer to formulate by weight/volume (even in drops), we have a tool for this. For further information please read the following blog article and the Getting Started guide.

We can only give advice about any specific INCI that you think should be available in Product Manager. Before contacting us, please do the following:

  1. Contact your supplier wherever possible, if the ‘missing’ ingredient is not clearly stated in any raw material SDS in terms of its INCI and CAS no. (see section 3 of the SDS).
  2. Use Google to verify that any INCI and/or CAS you have is correct. Check for example, if you are confusing the common or chemical name with the INCI.
  3. Check on the CosIng website that the ingredient is available there and is not in Annex II (banned substances). Here is the link:
    http://ec.europa.eu/growth/tools-databases/cosing/index.cfm?fuseaction=search.simple
  4. In CosIng and Product Manager, try searching for a narrower match of the INCI string you have instead of the entire INCI. For example, instead of entering “1,4 CYCLOHEXANEDIOL BIS-ETHYLHEXANOATE”, try “CYCLOHEXANEDIOL” and look for matches in the search results.

If the above steps show that the ingredient is available in CosIng and permitted for use in cosmetics and personal care products but cannot be found in Product Manager, please then forward the details of the ingredient to us and we will investigate.

Many manufacturers and suppliers of raw materials are concerned about disclosing the exact percentage of each of the ingredients used in their formulation. Many provide a minimum and maximum percentage range, which you will usually find in the Certificate of Analysis (CoA) or section 3 of the Safety Data Sheet (SDS). Ask your supplier if you can sign an non-disclosure agreement (NDA) and be provided with the exact composition of each raw material.

For raw materials which contain more than one ingredient, you will need to enter the function each of the ingredients performs in the raw material composition. Again, check the raw material CoA or specification, or ask your supplier. For single ingredient raw materials, you enter the function within your formula composition rather than in the raw material composition.

To enter a range of percentage concentration for each ingredient in your raw material, enter the values in the min. % and max. % fields.

To enter exact percentages, enter the same value in both the min. % and max. % fields.

A central pillar of the cosmetic regulatory framework in most countries is compliance with Cosmetics Good Manufacturing Practices (GMP) ISO 22716. For example, in the EU compliance with Regulation (EC) No 1223/2009 requires adherence to  GMP and stipulates i). maintenance of complete and accurate documentation (para. 17) and ii). change control (para. 15). Paragraphs 6.4.4 and 7.2.1.2 set out requirements for documenting all batches of raw materials used to manufacture your product, as well as information on each supplier. Complying with ISO 22716 therefore extends responsibility above and beyond the regulatory requirements for maintaining up-to-date product information files (PIFs), resulting in complex and time-consuming administration for companies that have no effective system for managing these tasks.

 

A substance classified as CMR1B (or CMR1A) is automatically prohibited for use in cosmetic products. By way of exception, the Commission may adopt measures for the authorisation of these categories of substances provided that all the following conditions listed in article 15, paragraph 2 are fulfilled:

– No suitable alternative substances are available,
– The application is made for a particular use of the product category with a known exposure,
– Assessment by the Scientific Committee for Consumer Safety (SCCS) of the European Commission concluding to the safety for use in cosmetic products.

There are currently over 27,000 cosmetics ingredients pre-loaded in cosmetri and updated every 24 hours. This data is sourced from the European Union CosIng database and is updated every 24 hours. You no longer need to lookup data on the CosIng website – all ingredients are accessible directly within cosmetri, with regulatory and directive data, SCCS Opinions, CAS numbers and INCI names. Special lists are also maintained for colorants, perfume allergens, preservatives and UV filters.  cosmetri's Ingredients Watch monitors for changes to ingredients data in CosIng and alerts you to any potential issues in your formulas. Further ingredients data is being added, with v4 of cosmetri's Product Manager including options for compliance data including US/FDA, ASEAN and China.

Service Providers

Login to your client’s account using the user account that they created for you, as listed under 'My Clients' in your Service Provider account. You can then directly enter data in their account as well as upload any documents. Check your dashboard and respond to any notes and tasks assigned to you. If you are assigned as a test operator for any pending or overdue tests, these will also be displayed.

You can publish data from your Service Provider account for import by your client – including product/formulas, raw materials, test groups and packaging items. You may also create publishing groups to publish data for import by an user added to that group.

See the following guides for further support:

https://www.cosmetri.com/docs/cosmetri-publishing-guide.pdf/
https://www.cosmetri.com/docs/cosmetri-import-shared-data-guide.pdf

For a customer to grant a service provider access to their account:
You must have Service Provider status to be able to be linked with a client account. Please apply to cosmetri Support for terms and applicable fees.

For a Service Provider to grant a customer access to their data in your service provider account:
This option does not require Service Provider status. You can create users of the type 'Customer', enabling you to securely share data with your customer. Each customer account requires that you have a user seat available in your plan.

You can also subscribe for additional user seats (Product Manager Enterprise plans), which cost €39 p.m +VAT. For further information on client user accounts, click here for an FAQ, or below to download a guide:

https://www.cosmetri.com/docs/cosmetri-managing-clients-guide.pdf

There are two ways to shared data with your customers:

  1. Client has their own cosmetri account and can add you as a service provider user. Ask them to select the 'Service Provider' user type and to enter the Administrator username for your Service Provider account. You will receive an activation email to set your password. Once the client has activated your user account, you'll see that account under 'Service Providers/Customers' and be able to click to login directly to the customer's cosmetri account. The client is responsible for setting any Department and Customer group permissions to control the level access you will have to their data once logged in. Under 'Service Providers/Customers' you can also view a summary of any tasks and notes the client has assigned to you.
  2. Client logs in to your account: create a user in your account of the type 'Customer'. Client users cannot see or interact with each other. Use the Departments and Customer group settings to set restrict their access and the actions they can perform. This can be especially useful for allowing customers to add and update their Projects directly in your account. For further information, check the following guide:
    https://www.cosmetri.com/docs/cosmetri-managing-clients-guide.pdf

 

Login to the account connected with your client and in the user menu (top right) select ‘My Profile’ and then 'Password & Email’. You can also reset your password by using the following link:

https://www.cosmetri.com/admin/forgetPassword.php

If your client has granted you service provider access to their cosmetri account, they will have added you as a user. This requires that they enter the admin username of your Service Provider account, ensuring that the account is then linked to you. You will be notified by email at the email address registered to your Service Provider account. This email will include an activation link that you need to click on to set your password. You can then login directly to their account under ‘My Clients’ in your Service Provide account, or by using the standard login page and entering the username and password:

https://www.cosmetri.com/admin/login.php

If you are a service provider and already subscribe to cosmetri, email us at support@cosmetri.com if you would like us to upgrade your account to Service Provider status. If your request is approved, we will activate your account for you. Upon next login to your existing account, you will see the additional service provider features. Please provide your company website and any other information we may require to verify that you are a service provider. For current terms and fees for Service Provider status, please contact us.

When you login to a client’s account which also has Service Provider status, you won’t be able to access their own ‘My Clients’ page or their Products / Clients/Brands settings. These settings, along with any Department they may have assigned you to, may restrict your access further.

Virtual Assistants

Yes! We can provide training for one or more VAs in using the cosmetri software. Trainings are delivered online and can be designed according to your requirements. For details on our training and custom support fees, click here.

Download the Virtual Assistants guide (PDF)

If you choose to grant your virtual assistant (VA) access to your cosmetri account, their hours can be logged at the end of each day into their time-sheet. Under ‘Team / Activity Report’ you can generate and export a report showing your VA’s timesheet across any chosen time-frame, including tasks assigned to the VA.

Download the Virtual Assistants guide (PDF)

Wherever possible, we recommend that you conduct communication and share data and documents securely via your cosmetri account, using the built-in task management and notes/reminders as well as the document management features.

Download the Virtual Assistants guide (PDF)

You can hire VAs from around $3.50 per hour, using a commission-free service such as Outsourcely. To work with your VA in cosmetri you'll need to add them as a VA user. This counts as a normal user in terms of your plan's allocation of user seats. If you require further user seats, you can either upgrade your plan or if subscribed to Product Manager Enterprise or cosmetri GMP Business you can subscribe additional user seats. Contact cosmetri support for further information.

Download the Virtual Assistants guide (PDF)

You can create a special user of the type ‘VA’, enabling the following:

  • Set a monthly allocation of hours for each VA
  • Show the balance of total remaining hours, based on the time logged by all VAs
  • By default, all VAs are unable to access the Customers groups for setting permissions for which products a user can access
  • VA users cannot access the Team/Virtual Assistants page
  • Under Team/Virtual Assistants you can view all VA users and their status
  • Each VA user is displayed as a ‘(VA)’ in the task manager and user lists

Download the Virtual Assistants guide (PDF)

We recommend using a commission-free online service such as Outsourcely to find suitable candidates, enabling you to:

  • Review their CVs and work history
  • Check a candidate’s ratings and references
  • View online assessments, such as language proficiency and typing speed
  • Shortlist your favorite candidates
  • Interview and communicate with candidates
  • Pay your VAs directly

Click here to go to Outsourcely and start recruiting your VAs.

Download the Virtual Assistants guide (PDF)

Hiring the right VA and training them is your responsibility. If you wish us to train your VA(s), please purchase support hour credits by clicking here and then book your training sessions. The responsibility for the quality and accuracy of any data entered by the VA into your cosmetri account or elsewhere, as well as any other tasks that you request of them, remains with you. Data entered into cosmetri, such as formulas, raw materials, packaging items and manufacturing orders must be set to ‘Approved’ by an authorized person in your company.

Please keep in mind, that even the most competent VA will make mistakes. Your workflow should include quality control processes that reduce the possibility that such errors remain uncorrected.

Download the Virtual Assistants guide (PDF)

Other

cosmetri software runs in a standard web browser and can therefore be auto-translated using the Google Translate browser plug-in.  We recommend using Google Translate running in the Chrome browser. While this may not always be a perfect translation, it should be adequate for using the software in your preferred language.

Our software uses UTF-8 character encoding for maxmium compatibility any natural language (Coptic, Sinhala, Phonecian, Cherokee etc). You can therefore enter your data in cosmetri in your preferred language. Try it for yourself by taking a free trial.

Default text in the reports generated by cosmetri software will still be in the default English language. We may be able to install language-specific report templates for you. Please enquire for further details.

Our software guides can also be machine translated into most languages. Please ask us and we'll send you a copy of these in your requested language.

If you are interested in partnering with cosmetri GmbH as a local representative, including providing sales and support in your native language, please contact us.

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