Tenants
CRM / Tenants — Production view
The Tenants page is a directory of all companies occupying space in your buildings. Use it to manage tenant records, track lease data, and organize users by company.
Overview
Navigate to HqO Admin > CRM > Tenants. The page opens scoped to your currently selected building.
Summary metrics appear at the top of the page:
| Metric | Description |
|---|---|
| Total tenants | Number of tenant companies in this building |
| Total leased RSF | Combined rentable square footage under lease |
| Annual rent | Total annual rent across all tenants |
| Expiring soon | Number of leases with upcoming expiration dates |
The tenant table shows:
| Column | Description |
|---|---|
| Tenant | Company name and industry |
| Buildings | Building(s) the tenant occupies |
| Employees | Number of employees associated with the tenant |
| Monthly rent | Monthly rent amount |
| RSF | Rentable square footage |
| Lease end | Lease expiration date |
| Status | Active, Inactive, or Missing data |
Missing data means required lease fields have not been filled in. This does not affect platform access for users.
Add a tenant
- Navigate to HqO Admin > CRM > Tenants.
- Click Add tenant.
- Search for the company and select it, or create a new record.
- Enter the company's details — name, description, address, and email domains. Add at least one email domain if you want the tenant's employees to be able to sign up for the app.
- Assign the tenant to one or more buildings (Add building) and save.
Email domains
HqO apps are secured by email domain: a tenant's employees can only register with an email address on a domain approved for their company. Add each tenant's domain(s) to their record so users can sign up.
Add or remove a domain
- Open the tenant's detail page.
- Scroll to the Domains section.
- To add: type the domain without the
@(e.g.,acme.com) and click Add. - To remove: click the trash icon next to the domain.
- Save the tenant record to apply changes.
Generic domains
Public email domains aren't owned by any company, so they can't be added to a tenant. Attempting to add one shows the error "The domain entered is generic and is not allowed." Restricted domains include (all regional variants of each):
aol.*, gmail.*, googlemail.com, googlegroups.com, gmx.*, hotmail.*, icloud.com, inbox.*, mail.com, me.com, outlook.*, pm.me, proton.* / protonmail.ch, tutanota.com / tutamail.com, yahoo.*, yandex.*, zoho.*, docs.google.com, resource.calendar.google.com
💡 Tip: Individual users with a generic-domain email address can still be granted access. Email appsupport@hqo.co with the user's first name, last name, email, company, and building.
Search and filter
Use the search bar to find tenants by name. Use the Industries dropdown to filter by business category. Click Hide test tenants to remove test records from the list. If no company in the current view has an industry assigned, the filter shows "No industries available."
Company industries
Each tenant can be assigned an industry — the sector of its primary business activity — which powers the industry filter and cross-customer trend analysis. Industries are grouped into these industry groups:
Agriculture · Arts · Construction · Consumer Goods · Corporate Services · Design · Education · Energy & Mining · Entertainment · Finance · Hardware & Networking · Health Care · Legal · Manufacturing · Media & Communications · Nonprofit · Public Administration · Public Safety · Real Estate · Recreation & Travel · Retail · Software & IT Services · Transportation & Logistics · Wellness & Fitness
Each group contains specific industries (e.g., Corporate Services includes Accounting, Facilities Services, Human Resources, Management Consulting). The full list is available in the industry selector in Admin.
Export tenant data
Click Export to download the current tenant list as a CSV file.
Tenant detail page
Click any tenant name to open its detail page — the action center for that relationship.
- Building filter (top of page) — view portfolio-wide data or drill into specific buildings; all cards update dynamically. Especially useful for tenants occupying multiple properties.
- Overview tab — four cards: Details (industry, employees, rent, square footage, lease end), Contacts (key people with tags like VIP or Primary Contact), Activity (recent engagement), and Buildings (presence per property). Every card supports inline editing via the pencil icon — changes apply immediately.
- Contacts tab — the full tenant user list with tag filtering and management.
- Activity tab — the complete activity timeline, filterable by type and date range, exportable for reporting.
- App Configurations tab — tenant-specific platform settings.
- Buildings tab — square footage, rent, and lease information broken down per building.
FAQ
Why do many tenants show dashes for rent and RSF? These fields are optional and may not have been populated during tenant setup. Edit the tenant record to add lease details.
Can I assign a tenant to multiple buildings? Yes. A single tenant company can be associated with multiple buildings if they occupy space in more than one property.
What does "Missing data" status mean? The tenant is missing required lease fields. It does not affect the tenant's users or their access to the platform.