Utility System Onboarding
Set up your system, establish user access, configure your Cross Connection Module, and build the connected records needed for compliance tracking and program oversight.
Set Up Your System
Review settings, confirm your primary account, and add users with the right level of access.
Go To System SetupConfigure Cross Connection
Set up testers, gauges, and module structure needed for compliance tracking and reporting.
Go To Cross Connection ModuleBuild Core Records
Add locations, contacts, and assemblies so your compliance records are organized and connected.
Go To Core RecordsOverview
R2 onboarding for utility systems is designed to help you build a structured system for managing locations, assemblies, compliance records, users, and operational workflows.
Primary Focus
Utility systems are typically focused on building a complete and organized compliance database that supports program oversight and long-term record management.
Fastest Path To Value
Set up your users, configure the Cross Connection Module, add locations, link contacts, add assemblies, and then begin tracking activity and compliance across the system.
Phase 1 – System Setup
The first step after signing up is to configure your system, confirm access, and set up the users who will be managing your program.
Recommended Actions
Review System Settings
Confirm your system settings are configured the way you want before building records.
Confirm Your Primary Account
Make sure the primary account is the right person for top-level oversight and configuration.
Add User Seats And Assign Roles
Set up the people who will be working in the system and give them the right level of access.
Update Your User Profile
Make sure your account details are complete and current before moving into daily use.
Primary Account
The account created at signup is your primary system account. This account should be used for system oversight and top-level configuration.
User Seats
Each user should have their own login so the system can support shared records with clear roles, accountability, and day-to-day access.
User Roles & Permissions
User roles define what each person can do within the system. Utility systems typically use roles to separate administration, management, and operational work.
Admin
Highest level of access with full control over all records and system data.
- Can create, edit, and delete all records
- Oversees system configuration and setup
- Responsible for system management and oversight
Manager
Second level of access focused on operations, records, and program support.
- Can create and edit records
- Can manage records created by Users
- Cannot perform full system-level administrative actions
User
Standard operational role for staff interacting with assigned records and tasks.
- Performs assigned tasks
- Interacts with relevant records
- Typically focused on operational execution
Phase 2 – Cross Connection Module Setup
For utility systems running a cross connection control program, this step should be completed early so testers, gauges, and reporting are set up before ongoing compliance activity begins.
Configure the Module Before Managing Compliance Records
Testers and gauges are part of the Cross Connection Module and should be configured before compliance-related work begins. This creates a cleaner system for reporting, testing records, and long-term oversight.
- Testers can be linked to a User but do not have to be
- Testers do not consume a User Seat
- Testers are used specifically for performing backflow tests
Add Testers
Store tester credentials so completed test reports can reflect the correct certified individual.
- Name
- Certification number
- Certification type
- Certification expiration
Add And Link Gauges
Assign gauges to testers so completed testing records include the proper gauge information.
- Gauge name
- Make and model
- Serial number
- Calibration date
- Calibration certification
How It Works
When a backflow test is completed, a test report PDF is generated and automatically includes tester credentials and linked gauge information.
Why This Matters
This supports accurate test reporting, stronger compliance records, and a more consistent structure across your program.
Phase 3 – Build Core Records
After system and module setup, build your foundational records. This is how you establish the core structure of your compliance program before managing ongoing activity.
Add Locations
Locations are the foundation of the system. All core records connect to a location.
Add Contacts
Add contacts directly to a location to represent owners, customers, or responsible parties.
- Linked to the Location record
- Accessible from the Contacts page
Add Assets / Assemblies
Add assemblies and other tracked assets to the location so compliance records are tied back to the right place.
- Track assemblies and other assets
- Central to compliance and operational oversight
Create Tasks
Once the foundation is established, begin creating and assigning work tied to those connected records.
- Assign work to users or technicians
- Schedule inspections or testing
- Track completion and updates
How Records Work Together
Each Location serves as the central record where core data is connected.
A Location includes:
- Contacts
- Assets / Assemblies
- Tasks
Additional Information On Records
Additional information can be added directly to records:
- Notes and Files can be added to Locations, Contacts, Assets, and Tasks
- Notices can be applied to Locations and Assets / Assemblies
- These support records do not exist as standalone records
Key Concept
Build your compliance foundation on the Location record first.
Connected to the Location Record
The Location is where your program record comes together. Contacts, assemblies, and tasks can all be connected and managed from that Location record.
Still Individual Records
These records do not only live inside the Location. They are still their own records and can also be accessed from their respective pages throughout the system.
Then Manage Compliance Work
Once the foundation is built, managing notices, reports, testing workflows, and ongoing tasks becomes much easier because the core records are already connected.
Phase 4 – Templates
Templates standardize communication, reporting, and long-term program workflows.
Notice Templates
Used for communication and compliance notifications.
- Annual backflow testing reminder
- Compliance warning notice
- Program-related communication notices
Report Templates
Used for internal reporting and program visibility.
- Compliant assemblies
- Overdue tests
- Program summaries
Phase 5 – Automation
Automation reduces manual work and helps keep compliance activity consistent across the system.
Trigger-Based Automation
Automatically send notices or generate reports based on specific events.
Scheduled Tasks
Automatically create recurring work, such as annual testing or recurring program activity.
Phase 6 – Ongoing Operations
Once setup is complete, users primarily operate through tasks, records, and ongoing compliance workflows.
My Rounds
- View tasks assigned to them
- Create routes
- Complete work
Program Oversight
- Monitor records across locations
- Track compliance-related activity
- Manage users, templates, and workflows
Start With One Complete Location Record
The best way to get started in R2 is to build one full location record from start to finish.
Add a Location
Start with the location record that anchors your program data.
Link a Contact
Add the owner, customer, or responsible party.
Add an Assembly
Connect the assembly or tracked asset to that location.
Create a Task
Once setup is in place, begin managing compliance work.
The Location is where everything connects, but each linked item still remains its own record throughout the system. That means you can build records together on the Location page while still accessing Contacts, Assemblies, and Tasks individually in their own sections.
