Documentation

🚀 Phase 4: Launch & Onboard

Phase Objective: Onboard end users and execute your site go-live using the onboarding pathway that best matches your facility's operational controls.

Phase Checklist

  • Pathway Choice: Select your onboarding pathway (High Control vs. High Efficiency)
  • Option A: Execute Administrative Bulk Provisioning (Pathway 1)
  • Option B: Configure Self-Service Registration (Pathway 2)
  • Go-Live: Send Mass Launch Announcements (Optional)

Onboarding Pathways Overview

Select the onboarding strategy that aligns with your operational structure:

  • Pathway 1: Administrative Bulk Provisioning (High Control) — Best for universities, corporate departments, and closed lab groups requiring strict access control.
  • Pathway 2: Self-Service Registration (High Efficiency) — Best for organizations with standardized reservation rules or existing QReserve users joining an additional site.

Pathway 1: Administrative Bulk Provisioning (High Control)

Follow these steps if you are pre-populating user accounts and manually managing user permissions prior to launch.

Key Actions:

  1. Pre-Assign Attributes: Prepare your user CSV by pre-assigning User Groups, Account Numbers, Custom Properties, and Credentials.
  2. CSV Import Options: Go to Administration → Users → Upload and add your CSV file. You can choose to trigger welcome emails immediately, or execute a Silent Import by toggling Email New Users to OFF to defer notifications until go-live.
  3. Trigger Invites (If Silent Import Selected): On launch day, navigate to Administration → Users → Multi-Edit → All Users → Resend Invitations → Send Invitations to Users to broadcast welcome emails.

Downloads & Resources 📄 Review our guide on Bulk User Imports for CSV formatting rules and field definitions.

Pathway 2: Self-Service Registration (High Efficiency)

Follow these steps if users will register themselves and request access to your site.

Key Actions:

  1. Configure Access Settings: Go to Site Settings → Access → Site Access and select your access model:
    • Open: Any user can discover and join your site immediately by searching for your site or entering a join code.
    • Restricted: Users must enter a unique Join Code or be manually invited by an administrator.
  3. Distribute Access URL or Join Code: Share registration details via email, intranet, or physical QR placards.

Pro Tip: Interested in a custom, branded Access URL? Contact the QReserve support team to set this up. When users create an account or log in through your branded Access URL, they are automatically added to your site, making onboarding seamless.

  1. Set Up Join Notifications: Enable email alerts under Site Settings → Access so administrators receive prompt notifications when join requests need approval.

Important Note: Self-registration requires users to complete two steps: create a global QReserve account, then request to join your site. It does not automatically assign User Groups, Credentials, or Account Numbers—an administrator must profile new users upon receiving their join request.

Step 3: Go-Live Mass Messaging (Optional)

Once your users are imported or access links are distributed, send your official launch announcement across the platform.

Key Actions:

  • Send Launch Announcement: Go to Administration → Users → Messaging → Select By Users → All Users → Update Recipients to compose and broadcast your go-live message.

Implementation Complete! 🎉

Congratulations! Your QReserve site is now live, configured, and fully onboarded.