Phase Objective: Validate your site settings through end-to-end user testing and align your administrative team with hands-on training prior to full site launch.

Phase Checklist

• Step 1: Conduct System Testing 
• Step 2: Finalize Workflow Documentation
• Step 3: Execute Admin & Staff Training

Step 1: Conduct System Testing

Before go-live, thoroughly test your site to ensure rules and workflows perform as expected. Always test from two distinct perspectives: as an administrator and as a regular user (since admins automatically bypass standard system guardrails).

Testing Rounds:

• Round 1 (UAT with Core Admin Team & Stakeholders): Execute end-to-end booking workflows using test accounts to verify base rules, forms, buffer times, and rate calculations. If you completed the implementation onboarding form, use it as a reference to guide your testing. Ensure you verify the specific workflows you detailed there, such as the user onboarding process, reservation process, billing process, and any other unique configurations.
• Round 2 (Reconfiguration & Refinement): Gather feedback, fine-tune site rules or form fields, and run a final verification pass to ensure your environment is fully polished.

Pro Tip: Using bot and test user accounts is highly recommended during this phase, as it allows you to validate the booking experience from both an administrative and a regular user perspective.

Specific Parameters to Validate:

• Credential Rules: Attempt to book a restricted resource without required credentials to confirm access is blocked.
• Billing & Pricing Tiers: Confirm rate schedules calculate correctly across different User Groups.
• Required Fields: Attempt to submit bookings with blank custom form fields to verify validation errors trigger properly.
• Booking Guardrails: Verify limits like Min/Max Booking Durations, Lead Times, Minimum Notice, Buffer/Cleanup Windows, and Maintenance Blocks function correctly.

Downloads & Resources 📄 Learn more about Bot and Test User Accounts to set up non-admin accounts.

Step 2: Finalize Workflow Documentation

Now that your system configuration and testing are complete, your operational processes in QReserve are officially finalized.

Documenting your workflows at this exact stage ensures your team captures fresh system knowledge and establishes a single, sustainable source of truth before fully launching. Use this Workflow Documentation Template to record your day-to-day procedures—such as user onboarding, resource reservation, and billing—to secure the following advantages for your team:

• Accelerated Onboarding: Seamlessly train new system administrators and staff using standardized, repeatable guides.
• Operational Continuity: Safeguard critical operational knowledge against staff turnover or role changes.
• Version Control: Easily track rule updates, policy changes, and system configurations as your facility grows.

Download the template below to document your core workflows and ensure a smooth, standardized rollout.

📥 Download:

Step 3: Execute Admin & Staff Training

By this point in the process, your administrative team likely already feels much more confident. Hands-on experience building out your site's resources, rules, and workflows serves as great informal training. However, to ensure every site manager and administrator is fully aligned and ready for launch, we recommend reviewing the following training resources together:

Key Training Resources & Practice:

• Hands-on Practice: Conduct real-time exercises with your admin team (e.g., manually issuing credentials/badges, processing booking approvals, and pulling usage reports).
• Webinar: Admin Training 101 webinar (Coming Soon)
• Slides: Admin Training 101 slide deck (Coming Soon)
• Advanced Topics: Explore deeper platform capabilities to optimize your workflow with the QUniversity Webinar Library.

➡️ Next Step

With your system thoroughly tested and your administrative team trained, proceed to Phase 4: Launch & Onboard.