Phase Objective: Transition from planning into action by establishing your foundational site settings, prerequisites, forms, resources, and billing rules inside your QReserve Site.

Phase Checklist

• Step 1: Define Site Settings
• Step 2: Build Site Prerequisites
• Step 3: Add Resources (Single or Bulk)
• Step 4: Create Custom Forms (If required)
• Step 5: Establish Resource Rate Structures (If applicable)

Step 1: Define Site Settings

Establish core site branding and assign primary operational administrative contacts.

Key Actions:

• Navigation: Go to Site Settings → General Settings.
• Branding & Info: Upload your organizational logo and enter your site description.
• Site Contacts: Designate your primary and secondary site contacts.

Pro Tip: Always assign a secondary contact in case the primary administrator leaves or is unavailable. (Note: Assigned contacts must have an active user profile within the site prior to selection.)

Step 2: Build Site Prerequisites

Define your site prerequisites before adding resources, as QReserve relies on these settings to properly structure your data. Setting up User Groups, Credentials, Tags, and Custom Properties early allows you to map governing policies during resource creation, which saves time and avoids redundant work.

Core Prerequisites to Build:

• User Groups: Go to Administration → Users → User Groups → Add User Group and create your operational tiers.
• Credentials: Go to Administration → Users → Credentials → Create New Credential Type and add required safety badges or equipment certifications.
• Tags: Go to Administration → Resources → Tags → Add Tag to build your internal operational categories.
• Custom Resource Properties: Go to Administration → Site Settings → Properties → Custom Resource Properties to create unique metadata fields.

Step 3: Add Resources

With prerequisites built, add your resources using either single creation or bulk import.

Single Resource Creation:

• Navigation: Go to Administration → Resources → Add Resource.
• Cloning: Use the clone feature on existing resources to scale setup quickly for items with similar rules.

Bulk Resource Creation:

• Navigation: Go to Administration → Resources → Upload.

• In-App Editing: After uploading basic data, use the in-app multi-editor to profile additional rules and guardrails in bulk.

Implementation Best Practice: Creating credentials, tags, custom properties and user groups before importing resources ensures you can map access rules and forms directly during the CSV import step.

Step 4: Create Custom Forms (If required)

Set up mandatory checkout questionnaires or declaration forms required during the reservation process.

Key Actions:

• Navigation: Go to Administration → Forms → Create Form.
• Build Questionnaires: Configure fields for required checkout details (e.g., Project Billing Account Code, Emergency Contact, Hazard Declaration).

Downloads & Resources 📖 Refer to our Custom Forms Documentation for advanced form setup and logic rules.

Note: Remember to attach the custom forms you created to your resources so they appear during the reservation process.

Step 5: Establish Resource Rate Structures (If applicable)

If your facility operates with free resources, you may skip this step.

Key Actions:

• Assign Billing Rates: Go to Administration → Resources → [Resource] → Reservations → Rates to set up usage rules according to your financial policies.

• Bulk Rate Imports: Download a pre-populated CSV template with your resource IDs via Administration → Resources → Rates → Download. Populate your rates and re-import.
• Currency Setup: Confirm site currency under Site Settings → Location → Currency. (Note: Sites support one active currency at a time.)

Downloads & Resources 📖 Refer to our Rates and Fees Documentation for detailed rate rules and tier pricing.

➡️ Next Step

Once your site foundation is configured and resources are loaded, proceed to Phase 3: Test & Train.