Documentation

Actual Usage

The Actual Usage Reports page under Reports provides administrators with detailed insights into how resources are physically used compared to scheduled reservation times, highlighting check-in methods, session durations, and timing variances like late check-outs. In order to report on actual usage in your site, you must have actual usage methods enabled (check-in, check-out).

Page Header & Global Actions

Top-level action buttons allow managers to filter usage data, import external logs, generate billing, or export reporting files:

  • Upload: Upload external actual usage log data into QReserve.
  • Show Filters / Hide Filters: Open or collapse the filter panel to adjust report date ranges, specific resources, users, or usage parameters.
  • Create Invoices: Directly generate financial invoices or billing statements based on actual logged equipment usage.
  • Download: Export the currently displayed usage data to a file (such as CSV) for external analysis and reporting.

Report Views

Switch between granular table records and visual summaries:

  • Table View: Displays a line-by-line itemized ledger of recorded check-ins and session logs.
  • Charts: Displays graphical visualizations and aggregations of usage patterns over time.

Uploading External Usage Data

If you have resources that use external software to log actual usage data, such as Diva, where users log in at the start of their booking and then log out to finish, these records can be uploaded into QReserve.

How to Upload:

  1. Go to the Actual Usage tab and click the Upload button at the top.
  2. Select your usage file (CSV format).
    • Tip: You can download a template directly from the upload screen to check the supported columns.
  4. Set the timezone toggle to match your Site's default timezone or UTC.
  5. Set Merge Options: Configure settings to automatically merge uploaded usage records with existing QReserve reservations.
    • Criteria & Filters: Set filters based on your criteria (e.g., merging if the actual usage is contiguous or within X minutes of a reservation).

 Note: Once uploaded, your data will automatically display in both the Table View and Charts tabs.

Managing Records

  • Edit a record: Click on the record Adjust the start/end time Click Save.
  • Delete a record: Click on the record Select Delete Record.

Handling Unlinked ("Orphan") Records

An unlinked record happens when a user logs in/out via external software without a corresponding QReserve reservation.

  • Activity Reports: You can include or exclude unlinked records using report filters. View them anytime under the Non-linked Actual Usage tab after running your report.
  • Invoicing: In the Invoice Wizard, turn on the option to include non-linked usage so you can bill for unbooked time.

Actual Usage Editing

Actual Usage Editing: Actual usage entries can be edited or deleted by clicking on the corresponding row. When a row is composed of multiple combined records, you can first select the specific component you wish to edit or delete. Click Hide Tip to collapse this callout.

Usage Ledger Table

The Table View lists recorded usage entries with key metrics:

  • Reservation: Provides a direct link (e.g., View) to open and review the full details of the underlying reservation tied to the usage log.
  • In Use: Displays a checkmark or indicator confirming whether the session was actively recorded as used.
  • Resource: Identifies the specific equipment, instrument, or facility space being utilized.
  • User: Names the individual member who checked into or logged the usage session.
  • Time: Displays the exact date, start time, and end time recorded for the session.
    • Variance Alerts: Highlighted text under the timestamp calls out discrepancies relative to scheduled time (e.g., sessions that finished late or started early).
  • Source: Indicates the origin or method used to log the usage entry (such as a physical check-in kiosk terminal, automated integration, or manual web entry).