Documentation

Access

The Access tab under Site Settings manages privacy levels, user entry pathways, domain-level auto-enrollments, onboarding notifications, project permissions, and network-level security controls.

Site Access

Choose the base visibility and membership level for your site portal.

  • Open (Radio Button): Any user with a registered QReserve account can freely join your site and access your resource schedules.
  • Restricted (Radio Button): Your site can be found in search results by platform users, but they must either enter a valid Join Code or be manually added by a site administrator to become a member.
    • Join Code: Specify a passcode here. Users can input this code to join your site immediately without needing manual administrator approval.
    • Note: Leaving the join code field blank disables join-code entry.
  • Private (Radio Button): Your site is completely hidden and will never appear in platform search results or membership directories. New users can only be enrolled if a site administrator adds them manually.
  • Unrestricted Email Domains: Input institutional email domains (separated by commas) to grant instant access. Users with matching email addresses can join your site automatically without entering a join code or utilizing external auto-join features.
  • Note on Private Sites: Private sites remain hidden in site search even if unrestricted domains are configured.
  • ⚠️ Warning: If your site is set to Restricted without a join code and without unrestricted domains defined, users will only be able to join if manually added by an administrator or via a custom access URL set up by QReserve staff.
  • Access URLs: Custom direct links configured by QReserve support staff to give your users streamlined, one-click access to your site, custom branding/themes, and Single Sign-On (SSO) integration.
  • New User Notification Recipients: Select administrative users who should receive an email notification whenever a new member joins the site on their own accord. If no recipients are designated, no automated alerts will be dispatched.
  • List Resources to Non-Members (Toggle - Resource list is public): When enabled, users who are not yet members of your site can still view your list of resources when visiting your site page. If individual resources are marked as public and searchable, they will continue to show up in search results for non-members.
  • Project Visibility and Accessibility: Configure project controls for non-admin site members:
    • Hide projects from non-admin site users (Toggle): Restricts the visibility of projects so that only site administrators can view them.
    • Site users can not create projects (Toggle): Prevents regular members from building new projects, reserving project creation rights exclusively for administrators.
  • Message Sent to New Users: Draft a welcoming message or onboarding template to automatically include in confirmation emails dispatched to users right after they join your site.

Security Options

  • Check-in and Check-out IP Restrictions: By default, users can check in or out of reservations from any device or network. To ensure physical presence, you can enter specific IP addresses or IP ranges to require users to be connected to your on-site network (e.g., local Wi-Fi or wired network) to check in or out.
    • Formatting: Separate multiple IP addresses with commas, or define entire subnets using standard CIDR notation (e.g., 192.168.1.0/24).