Before logging into the Admin Console of QReserve or configuring settings, take time to conduct a thorough operational discovery.

📋 Step 1: The Onboarding Questionnaire (Your Strategic Springboard)

Before cataloging your resources or drawing up user lists, complete the QReserve Onboarding Questionnaire.

• Why Start Here? This questionnaire helps you prepare for a successful launch by helping you think through your operational rules, access needs, and departmental goals.
• The Goal: Completing this gives you a clear strategic blueprint for your site, making it easy to build and configure your setup in the Admin Console.

📥 Download:

📋 Step 2: Organize Your Resources & Map Workflows

Before logging into QReserve, gather all your resource details, operational rules, and site settings into your preparation spreadsheet.

💡 The Strategic Lens (Reporting & Access Control): As you fill out your spreadsheet, keep both daily access rules and end-of-month reporting goals in mind. Ask yourself: Who should be allowed to book this item? and What data do I need to extract for billing, grant compliance, or utilization reports? Structuring your spreadsheet around these requirements from Day 1 ensures your site operates smoothly and captures all necessary data automatically.

📥 Download

Use this template to catalog your items and settings for a bulk CSV import, or as a quick reference sheet if you plan to manually add a few items directly in the app.

What to Catalog in Your Spreadsheet:

List all your resources in the template and identify each item's Resource Class (e.g., Room/Space, Equipment, Person, Service, Consumable). For each resource, map out the following key attributes:

• Core Details: Basic descriptive information including Resource Name, Description, and Location (building/room).
• Booking Guardrails: Operational limits like Min/Max Booking Durations, Lead Times, Minimum Notice, Buffer/Cleanup Windows, and Weekly Maintenance Blocks.
• Access Control & Approvals: Approver assignments and rules governing who can book the resource.
• User Groups: Operational roles (e.g., Students, Faculty, Commercial Clients) used to grant booking access, enforce specific reservation rules, and set up tiered pricing.
• Credentials: Mandatory safety badges or training certificates required before a user can reserve the item.
• Custom Properties: Custom data fields needed beyond standard QReserve parameters (e.g., Asset Tags, Grant/Project Numbers, Department Codes) for internal tracking and reporting.
• Administrative Tags: Internal categorization labels (invisible to regular users) used for quick filtering and back-end reporting.

📖 Ready to Build or Import?

The downloaded CSV template contains many additional advanced columns, rules, and settings beyond the core items listed above. When you are ready to organize and clean up your data, refer to our Resource Bulk Import Guide for a column-by-column breakdown and formatting rules to ensure a smooth upload.