Onboarding
Start here to configure your system, add your team, and build a clean operational foundation in R2.
Key Concepts
As an admin, your goal is to establish clean structure early so your team can operate consistently. The cards below define the core building blocks, and the flows that follow show both a quick-start path and a broader recommended setup order.
Users
Users are individual accounts within your subscription. Each user is assigned a role (Admin, Manager, or User) to control access and ensure the right people can manage records, complete tasks, and receive notifications.
Locations
Locations are the primary site records in your system. They represent real-world places where assets live, tasks are performed, and contacts are linked so work stays organized and easy to track.
Assets
Assets are items that need to be tracked, recorded, or maintained. They typically represent equipment or assemblies and can be linked to locations so history, work, and reporting stay organized.
Tasks & Work Orders
Tasks track individual work that needs to be completed. Each task automatically creates a work order. A work order can contain one task or multiple tasks grouped together.
Contacts
Contacts are individuals or organizations linked to your records. Use contacts to track customers, vendors, property owners, and others associated with locations and work.
Multiple Ways to Build
R2 supports multiple ways to build your system. Follow the recommended flow to stay organized, or adapt the setup to match your team’s workflow.
Get Started in Under 15 Minutes
For many utility teams, the fastest way to see value in R2 is to create a few real records right away. This quick-start flow is designed to help you move from an empty system to visible compliance activity in a short first session.
1) Create Your Utility Account
Start your system membership and enter the core account information needed to begin.
What You’ll Enter
- System Membership
- Utility Name
- Contact Information
- Service Area
- Owner Contact
Estimated Time
About 2 minutes
2) Add Your First Location
Create one real location record so the rest of your activity has the correct place to connect.
Recommended Fields
- Property / Location Name
- Address
Estimated Time
About 2 minutes
3) Add Your First Assembly
Create the first assembly or asset record so testing, notices, and history can start building around a real device.
Recommended Fields
- Assembly Type
- Size
- Serial Number
- Location
Estimated Time
About 2 minutes
4) Invite a Service Provider
Send an invite to a tester or service provider so digital test submission can begin inside the same workflow.
Why This Matters
- Testers can be connected to real records early.
- Your team can begin seeing the service workflow take shape immediately.
Estimated Time
About 2 minutes
5) Send Your First Notice
Create a sample notice so you can see how communication and compliance activity are tracked inside the system.
Example
- Backflow Test Due
Estimated Time
About 2 minutes
6) See the Dashboard Start Working
At this point, the system is no longer empty. Your dashboard can begin reflecting real compliance activity and record relationships.
What You’ll Start Seeing
- Assemblies Due
- Notices Sent
- System Compliance Status
- Visible records tied together across locations, assets, and activity
Why This Works
Instead of starting with a blank system, you quickly create visible value – properties, assemblies, notices, and compliance activity all begin to connect and make sense together.
Import Data Later
- You can import additional Locations, Assemblies, and Compliance History later.
- That should not block onboarding or prevent your team from getting immediate value from the platform.
Onboarding Success Rule
A new utility should be able to create a location, add an assembly, and send a notice in less than 15 minutes. Once they do that, the system begins to feel useful instead of empty.
Recommended Administrator Setup
After the quick-start flow above, use this broader administrator setup path to establish your system foundation, configure your team, and build clean, connected records. Completing these steps in order helps prevent data issues and keeps your workflows consistent as your system grows.
1) Complete Account Set-Up in Settings
Set your basic system preferences before you start adding records.
How To Get There
- Click Settings on the left side panel to open account settings.
Examples
- Set your default time zone, notification preferences, and profile visibility so reports, timestamps, and alerts behave correctly across your system.
- Review and complete your account profile, service areas, and Stripe connection status to ensure billing, reporting, and external features function properly.
Tip
Finish your core account settings before adding users or records – it prevents inconsistent data, incorrect timestamps, and notification issues later.
2) Update User Profile
Confirm your individual profile details, notification preferences, and visibility settings.
How To Get There
- Click your name in the top-right corner, then select User Profile to open your user settings.
Examples
- Upload a profile image and confirm your name, phone number, and directory visibility are accurate.
- Configure your email and in-app notification preferences so you receive the right alerts at the right frequency.
Tip
Complete your user profile early – it ensures notifications, task assignments, and user visibility behave correctly across the system.
3) Add Users
Add your team members and assign user-based access.
How To Get There
- Click Users on the left side panel to open user management.
Examples
- Invite technicians, managers, or office staff and assign the appropriate role.
- Use Admin for full control, Manager for oversight, and User for day-to-day task work.
Tip
Start with only the roles you need – you can always add more users or adjust permissions later.
Visit How to add Users for step-by-step instructions on adding a user.
Visit How to add Users for step-by-step instructions on adding a user.
4) Add Locations
Add your real-world sites so assets, tasks, and contacts have the correct place to connect.
How To Get There
- Click Locations on the left side panel to open the locations section, then select + Add Location.
Examples
- Add a site like “City Hall,” “Station 12,” or “Warehouse – North Dock.”
- Create a location for “City Hall” with the full address so assets and tasks can be linked to the correct site.
Tip
Create locations before assets and tasks whenever possible – it keeps everything linked cleanly from the start.
Visit How to add Locations for step-by-step instructions on adding a location.
Visit How to add Locations for step-by-step instructions on adding a location.
5) Add Assets
Add assets that need to be tracked, recorded, or maintained, and link them to the correct location when applicable.
How To Get There
- Click Assets on the left side panel to open the asset list, then select + Add Asset.
Examples
- Add a backflow assembly installed at a location so test history can be tracked over time.
- Add a booster pump, meter, or PRV so your team can schedule maintenance and keep service records in one place.
Tip
Link each asset to the correct location during setup – it ensures tasks, testing history, and reports stay organized.
Visit How to add Assets for step-by-step instructions on adding an asset.
Visit How to add Assets for step-by-step instructions on adding an asset.
6) Add & Assign Tasks
Create tasks to track work, assign ownership, and coordinate tasks.
How To Get There
- Click Tasks on the left side panel, then select + Add Task to create a new task.
Examples
- Assign the task “Annual Backflow Test” to a user in your system.
- Annual Inspection, Backflow Test, and Submit Compliance Report – to keep related work organized and tracked together.
Tip
Work orders are created when a task is created. You can create multiple tasks under one work order or keep each task separate.
Visit How to add Tasks for step-by-step instructions on creating and assigning tasks.
Visit How to add Tasks for step-by-step instructions on creating and assigning tasks.
7) Add Contacts
Add and organize individuals or organizations linked to your system so communication and ownership stay clear.
How To Get There
- Click Contacts on the left side panel, then click + Add Contact.
Examples
- Add a property owner contact for “Hawkins Apartments” with phone and email.
- Add a customer contact and link them to the correct location.
Tip
Keep contact names consistent so searches and reports stay clean.
Visit How to add Contacts for step-by-step instructions on adding a contact.
Visit How to add Contacts for step-by-step instructions on adding a contact.
