Documentation

Phase 4: User Onboarding & Launch

Select the onboarding pathway that matches your facility's operational controls:

Pathway 1: Administrative Bulk Provisioning (High Control)

Best for: Universities, corporate departments, and closed lab groups requiring strict access control.

  1. Pre-Assign Attributes: Prepare your user CSV by pre-assigning User Groups, Account Numbers, Custom Properties, and Credentials. Learn more about bulk user imports.
  2. CSV Import Options: Go to Administration → Users → Upload and add your CSV file. You can choose to trigger welcome emails immediately upon upload, or perform a Silent Import by setting the Email New Users toggle to OFF to defer notifications until launch.
  3. Trigger Invites (If Silent Import Selected): If you selected the 'Silent Import' option in the previous step to defer notifications until go-live, navigate to Administration → Users → Multi-Edit → All Users → Resend Invitations → Send Invitations to Users on your launch day to send welcome emails.

Pathway 2: Self-Service Registration (High Efficiency)

Best for: Organizations with standardized reservation rules or existing QReserve users joining an additional site.

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

  1. Configure Access Settings: Navigate to Site Settings → Access → Site Access and select:
    • Open: Any user can discover and join your site immediately. Users typically discover sites from within their existing QReserve accounts by searching for new sites to join; once they find yours, they can join automatically or by entering a join code.
    • Restricted: Users must enter a unique Join Code or be manually invited by an administrator.
    • 💡Pro Tip: Contact QReserve support to request a custom, branded Access URL for streamlined login.
  3. Distribute Access URL or Join Code: Share registration details via email, intranet, or physical QR placards.
  4. Set Up Join Notifications: Enable email alerts for new join requests (Site Settings → Access) so administrators can promptly assign appropriate User Groups and Credentials.
  5. Go-Live Mass Messaging: Send welcome emails or announcements via Administration → Users → Messaging → Select By Users → All Users → Update Recipients.