Users

The Users page is a directory of all registered users across your buildings. Add users, manage their roles, assign them to buildings, and control their platform access.

Overview

Navigate to HqO Admin > CRM > Users. The table shows every user registered to your building:

Column	Description
Name	User's first and last name
Email	Contact email and login identifier
Company	Associated tenant company
Building	Building(s) the user is assigned to
Tags	Labels such as VIP, Executive, or Emergency Contact
UUID	Unique user identifier for integrations
Status	Active, Invited, Pending, or Deactivated

Add a user

1. Navigate to HqO Admin > CRM > Users.
2. Click Add users.
3. Enter the user's name, email, and company.
4. Assign the user to a building and select a role.
5. Send the invite — optionally toggle Send invite email to deliver a branded welcome email (building branding, a call to action to open the app, and support info). If you skip it, the user is still added and can sign in; you can resend the onboarding email later from the user's profile page or the user list. Invites can be suppressed for buildings that haven't launched yet.

⚠️ Note: A regular user's email domain must match an approved domain on an active tenant company — see Email domains. Landlord administrators are assigned to portfolios; tenant admins and regular users are assigned to buildings.

5. Click Save. The user receives an invitation email.

User roles

Each user can be assigned Tenant Roles (occupant-level access), Building Admin Roles (administrative access), or both — see Roles & Permissions for the full role list and how to assign them.

Bulk upload

To add multiple users at once:

1. Click Bulk upload (or the import icon).
2. Download the CSV template.
3. Fill in user details and upload the completed file.

💡 Tip: Use bulk upload when onboarding a new tenant with many employees at once.

Search and filter

Use the search bar to find users by name or email. Filter by company, role, status, or tags to narrow results. Use the Views dropdown to apply saved filter combinations.

Bulk assignment

Select multiple users using their checkboxes, then use the bulk assignment panel to assign buildings or roles to all selected users simultaneously.

User profile page

Click a user to open their profile — a single view of everything about their access:

• Building associations — every building the user is associated with, across all landlord customers.
• Role hierarchy by scope — tenant roles are grouped under each building association; landlord and internal roles appear at the global level.
• Editable name — administrators can correct a user's name directly from the profile.

Deactivate a user

Open a user's record and change their status to Deactivated. Deactivated users cannot sign in but their record and history are retained.

Deactivate vs. delete

Deactivate when access should be paused but the record kept (the user can be re-activated later). Delete when access should end permanently and personal data should be removed.

	Deactivated	Deleted
User can create new sessions	No	No
Name and email anonymized	No	Yes
Visible on Users pages in Admin	Yes	No
Email address can be reused	No	Yes
Can be re-activated	Yes	No

A deactivated or deleted user is signed out of the HqO app within an hour. Deactivating requires the user-management role; deleting may be further restricted.

FAQ

What happens when I invite a user? They receive an email with a link to set up their account and download the app or access the web experience.

Can a user belong to multiple buildings? Yes. Assign a user to additional buildings from their profile or via bulk assignment.

How do I remove a user's building access without deleting them? Edit the user record and remove the building from their assignments. Their account remains active in other buildings they're assigned to.

Related

• Roles & Permissions — Full Tenant Role and Building Admin Role reference
• Tenants
• Audiences
• Buildings