Utility System Onboarding

Follow a guided setup path for preparing records, choosing a subscription, configuring account settings, adding users, setting up Cross Connection workflows, and building connected operational records in R2.

Start Setup Flow Data Import Options

Setup Path

Follow the Utility System Setup Flow

This flow helps utility systems prepare before signing up, configure the account after subscribing, build records, and develop workflows that fit their operations.

Pre Sign-Up

Before subscribing, have an idea of how many records you will manage and how you plan to use R2.

Choose Subscription

Select the subscription type and level that best fits your organization, record volume, user count, and operational needs.

Configure Account

Review profile, branding, billing, notifications, visibility, and other account-level settings.

Add Users & Permissions

Add users, assign access levels, and determine who will manage records, reporting, and daily operations.

Create & Link Records

Create Locations, Contacts, Assets, and Assemblies. Link records together where it supports your workflow.

Configure Cross Connection

Set up testers, gauges, assemblies, compliance settings, notice templates, and automated workflows.

Develop Workflows

Use tasks, notices, reports, routes, dashboards, and field workflows to support daily operations.

Workflow Your Way

Use this setup flow as a guide, then adapt R2 to match your organization’s processes and needs.

Before You Sign Up

Prepare Your Existing Program Records

Before setting up your account, get a basic idea of the records you want to manage in R2. This helps you choose the right subscription and decide whether to enter records manually or use Data Import Services.

Estimate how many locations or properties you will manage.

Identify contacts or responsible parties tied to each location.

Review the assets and backflow assemblies you need to track.

Decide whether you want R2 to import existing records for you.

Optional Setup Help

Data Import Services

If you already have records in spreadsheets or another system, R2 can help import supported record types so you do not have to add everything manually.

Learn About Data Import

Choose the Right Subscription for Your Program

Utility systems should choose a subscription based on record volume, user seats, and program needs.

Record Volume

Estimate the number of locations and assets you plan to manage. As your needs change, subscription limits can be adjusted at any time.

User Seats

Review how many staff members need their own R2 user account and what access level each person should have.

Program Needs

Think through notices, reporting, dashboards, external access, compliance tracking, and operational workflows.

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Account Setup

Configure Your Account Settings

Before building records and operational workflows, review your account settings and organization preferences. Configuring these items early helps create a smoother onboarding experience.

Profile Settings

Review organization profile details and make sure core account information is accurate.

Organization name
Contact information
Business address
General account details

Branding & Visibility

Configure how your organization appears across supported areas of the platform.

Upload organization logo
Configure branding
Visibility preferences
External access settings

Billing & Notifications

Review subscription-related settings and communication preferences.

Subscription management
Billing information
Notification preferences
Account communications

Users & Access

Configure User Seats and Access Levels

Each user should have their own login. This keeps activity organized, supports accountability, and allows the correct access level for each person.

Administrator

Highest access level for full system oversight, setup, configuration, users, and records.

Full system control
Can manage users and records
Best for program administrators

Manager

Operational access for managing records, supporting users, and helping oversee program activity.

Can create and edit records
Can manage user-created records
Best for supervisors or leads

User

Standard access for team members completing assigned work and interacting with relevant records.

Works with assigned records
Completes tasks and updates activity
Best for operational staff

Primary account note: The email used to sign up becomes the primary account and first user in the system. This account should be used for top-level oversight and kept current.

Core Records

Build Connected Records

Locations, Contacts, and Assets / Assemblies are all primary records within R2 and can exist independently. However, many organizations choose to begin with a Location record and link related records together to create a more connected operational view.

Location Contacts Assets / Assemblies Tasks

Create the Location Record

Create a location record if you want to organize information around a specific site, facility, property, or service address.

Service address or site information
GPS coordinates or PLSS information
Consistent naming conventions
Easier reporting and visibility

Add & Link Related Records

Create Contacts, Assets, and Assemblies, then link them together as needed.

Create Contact records
Create Asset records
Create Assembly records
Build connected relationships

Strengthen Records With Supporting Information

Supporting information provides additional context, documentation, and historical detail.

Add Notes
Upload Files
Configure Notice Templates
Maintain Record History
Store Supporting Documentation

Cross Connection Module

Configure Cross Connection Workflows

For organizations operating a Cross Connection Control Program, configure compliance workflows before ongoing program management begins.

Add Testers & Link Gauges

Build tester records and associate gauges used for testing activity. Add tester certifications to tester files and calibration certificates to gauge files.

Tester certifications
Certification expiration dates
Gauge information
Calibration dates
Calibration certificates

Configure Compliance Workflows

Configure compliance-related settings that support program management, communication, reporting, and automation.

Set Program Close Date
Create Notice Templates
Configure Scheduled Notices
Configure Trigger-Based Notices
Configure Print Batches

Tester Access

Testers may create a free account using the email associated with their Tester record. Testers are used for performing backflow tests and do not consume a user seat.

Why This Matters

Proper tester, gauge, and compliance workflow setup supports accurate reports, cleaner test history, automated communications, and stronger compliance records.

Daily Operations

Develop Your Operational Workflow

Once records and users are in place, begin developing workflows that support your organization’s operational needs. R2 provides multiple ways to manage work, compliance activities, communication, reporting, and field operations.

Tasks

Create and assign work tied to locations, assets, or assemblies.

Notices

Create notice templates and send notices manually or through automation.

Reports

Review compliance, overdue work, completed tests, and program activity.

Routes & Rounds

Use tasks and mapped records to support routes, field work, and operational planning.

Final Thoughts

Build a Workflow That Works for Your Organization

The onboarding flow outlined on this page reflects our recommended setup process and is intended to help organizations establish a strong foundation within R2.

However, every organization operates differently, and there is no single correct way to use the platform. Locations, contacts, assets, assemblies, tasks, notices, reports, and workflows can all be configured in ways that best support your operational goals.

As you become more familiar with the platform, we encourage you to adapt R2 to fit your organization’s processes and operational needs.

Explore our resources to learn more about platform sections, modules, workflows, and best practices.

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