Getting Started with Cheqroom
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      2. Getting Started with Cheqroom

      Quick Start: Self-Onboarding for Basic Plan

      With this guide, you’ll efficiently set up your Cheqroom account.

      Efficiently managing your inventory in Cheqroom starts with adding your items correctly.

      Adding Items Manually

      1. Access your Cheqroom account.

      2. Click on Items in the left-hand menu.

      3. Click on New item on the top-right.

      4. Enter necessary information (Name, Brand, etc.).

      5. Click Add to save the item.

       

      Ideal for small inventories or individual items.

       

      Tip: You can easily expand your inventory manually using the Duplicate feature!

      1. Click on Items in the left-hand menu.

      2. Hover over the item and click Actions.

      3. Click on Duplicate item…, set parameters, and click Duplicate item again.

      Importing Items with a Spreadsheet

      Use the provided template or create a .csv file.

      1. Click on Items in the left-hand menu.

      2. Click on Import on the top-right.

      3. Select your file and map fields.

      4. Click Start import.

       

      You can read more on our How to Add and Import Items guide.

      To manage your Cheqroom workspace effectively, follow these steps to add and manage users.

      Adding Individual Users

      1. Click on Users in the left-hand menu.

      2. Click Add User in the top-right corner.

      3. Input the name and email address of the new user.

      4. Toggle Give workspace access if you want the user to be able to log in.

        • Choose a User role. 

      5. Click Add User to complete the process.

      You can add a user without granting workspace access to manage bookings and notifications, which is useful for third-party contractors or users who won't access Cheqroom directly.

       

      Importing Users from a CSV File

      1. On the Users page, click Import on the top-right.

        • Use the provided User Spreadsheet Template for correct formatting.

      2. Ensure all spreadsheet data is correctly mapped to Cheqroom fields.

      3. Choose a role for the new users, which will send invite links upon import.

      4. Click Start Import to upload and add the new users.

      Custom fields may be required to match your data. You can read more on our How to Use and Manage Custom Fields guide.

       

      Troubleshooting Failed User Invitations

      If you encounter issues with user invitations, here are common solutions:

      • Invalid Email: Verify the email address for typos.

      • Already Invited: If the invite link is pending or expired, you can re-invite:

        1. Go to Users and select Expired invites from the dropdown next to the search field.

        2. Hover over the user and click Actions → Give workspace access, select the User role, and confirm.

      • Inactive or Archived Users: Reactivate or unarchive users to restore access using their previous log in details. If needed, send a password reset.

      For more detailed instructions, you can read our full How to Add and Import Users guide.

       

      Cheqroom’s Custody feature simplifies indefinite check-outs, perfect for managing long-term equipment loans with uncertain return dates. Here’s how to effectively use and manage Custody.

       

      Using Custody

      You can manage custody efficiently:

      • Assigning Custody: Navigate to Items or Kits → Select an item → and choose Give or Take Custody under Actions.

      • Finding Items in Custody: Use the filter in the Items section to view items marked In custody.

      • Viewing Custody Details: Check items held by a specific contact in the Contacts section under the Custody tab.

       

      Releasing Custody

      Release custody to make items available:

      1. Navigate to the Item.

      2. Click Release Custody.

       

      Cheqroom provides robust notification features to inform you about important events and updates regarding your equipment and reservations. Here’s how to set up and manage notifications effectively.

      Configuring Notifications

      1. Access Settings: Click on Settings in the left-hand menu.

      2. Navigate to Notifications: Select Notifications from the settings options.

      Types of Notifications

      • Email Notifications: Receive updates directly to your email for various activities, such as reservation confirmations, due reminders, check-out alerts, and more.

         

      • In-app Notifications: The Cheqroom app provides real-time alerts for instant updates on reservations, check-outs, and item status changes.

         

      • Push Notifications: Enable push notifications on your mobile device to stay informed on the go.

       

      Setting Up Notifications

      1. Select Notification Type: Choose from email, in-app, or push notifications based on your preference.

      2. Customize Triggers: Specify which events trigger notifications, such as:

        • New reservations

        • Upcoming reservations

        • Overdue check-outs

        • Returned items

        • Maintenance alerts

       

      Managing Notification Preferences

      1. User Preferences: Each user can manage their notification settings by navigating to Profile → Notification settings.

      2. Admin Controls: Admins can enforce certain notifications across the workspace to ensure all relevant users receive critical updates.

      Examples of Notification Settings

      • Reservation Confirmations: Notify users when a reservation is successfully made.

      • Due Date Reminders: Send reminders to users and administrators when items are due for return.

      • Maintenance Alerts: Inform the maintenance team about items needing attention.

      • Custom Notifications: Set up custom alerts for specific scenarios based on your organization's needs.

      By using Cheqroom's notification system, you make sure you communicate quickly and efficiently manage your equipment and reservations.

       

      For more detailed instructions, you can read our full How to Use and Manage Notifications guide.

       

      Custom fields in Cheqroom allow you to capture specialized information such as serial numbers, vendors, or tracking details for items, reservations, and users. This customization enhances organization, improves data tracking, and supports your unique workflows.

      Creating and Managing Custom Fields

      To enhance your Cheqroom experience with custom fields, follow these steps.

      Creating Custom Fields for Items

      1. Access Settings: Click on Settings in the bottom left corner.

      2. Navigate to Fields: Select Fields.

      3. Choose Items: Click on Items and then Add field.

      4. Define Field Details: Select the field type and enter a name.

      5. Customize Visibility: Optionally, set the field to appear when adding new items, make it required, or add it as a filter option.

      6. Save: Click Add field to create your custom item field.

      You can rearrange fields by dragging them up or down as needed.

      Creating Custom Fields for Users

      1. Access Settings: Navigate to Settings and select Fields.

      2. Select Users: Choose Users and click Add field.

      3. Specify Field Type: Define the type of field and provide a name.

      4. Set Visibility: Customize visibility options for adding new users or filtering on the User page.

      5. Save: Click Add field to finalize the custom user field creation.

      Making Fields Required

      Ensure essential information is captured by setting fields as required:

      1. Navigate to Settings: Click on Settings and go to Fields.

      2. Select Context: Choose Reservations or Check-outs.

      3. Modify Fields: Add a new field or edit an existing one.

      4. Set as Required: Enable the required option to enforce completion during reservations or check-outs.

      For existing fields, hover over the field, click Actions, then Edit to adjust requirements.

       

      By effectively utilizing custom fields in Cheqroom, you can tailor your workspace to suit your specific needs, improving efficiency and data management capabilities.

      For more detailed instructions, you can read our full How to Use and Manage Custom Fields guide.

       

      SSO Integration in Cheqroom

      Implementing Single Sign-On (SSO) in Cheqroom enhances security and simplifies user access by allowing users to log in with their existing credentials from their Identity Provider (IdP). This guide outlines the general steps to enable and configure SSO in Cheqroom, supporting various Identity Providers (IdPs) such as OneLogin, Azure AD, ADFS, Okta, Google, and any SAML 2.0 compliant IdP.

      Prerequisites

      Before configuring SSO for Cheqroom, ensure you have:

      • Administrative access to Cheqroom.

      • Administrative access to your chosen Identity Provider (IdP).

      • IdP support for SAML 2.0 or OpenID Connect protocols.

      Enabling SSO in Cheqroom

      1. Log into your Cheqroom workspace.

      2. Click on Settings in the left-hand menu, then on Integrations.

      3. Click Configure under your desired IdP (Google Workspace, Azure AD, etc.).

      Configuring Cheqroom Settings

      1. Select a default User Role and, optionally, a default User Group.

      2. Specify whether User Roles (and Groups) are sourced from your IdP or Cheqroom.

        • Via Identity Provider: User Roles and Groups are dynamically updated with every login.

        • In Cheqroom: New users must initially authenticate via SSO. Post-login, manage Roles and Groups within Cheqroom.

      3. Enter email domains for authentication.

      4. Toggle Require SSO to enforce SSO as the sole login method for non-Admin users.

      5. Proceed by clicking Next to configure the IdP setup.

      Configuring Identity Providers

      For detailed steps on setting up and configuring each IdP, refer to the specific guides linked below:

      Testing SSO

      1. Log out and close all Cheqroom sessions.

      2. Go to the Cheqroom login page.

      3. Enter your email address and click Log in with SSO.

      4. You should be redirected to your IdP login page.

      5. Enter your IdP credentials. After authentication, you should be logged in to Cheqroom.

      By following these steps, you can successfully implement SSO in Cheqroom with any supported Identity Provider, ensuring a secure and streamlined login process for your users.