Events

Experience / Events — Production view

Events lets property teams plan, promote, and manage tenant events end-to-end: publish the event, collect RSVPs, manage attendees, check people in on the day, and review attendance reports—all from one place. Single-day and multi-day events are both supported, in single-session and multi-session formats, with optional capacity limits, waitlists, pricing, and automated notifications.

Overview

Navigate to HqO Admin > Experience > Events to access the Events dashboard. The page shows two tabs:

Upcoming — events that have not yet ended
Past — events that have ended

Each tab lists events in a table with the following columns:

Column	Description
Name	Event title; click to open the event
Event date & time	Date and start–end time range (sortable). Multi-day events show a date range (e.g., `Jul 30, 2026 - Aug 1, 2026`)
Status	Live, Draft, or Archived
Registration	Open or Closed
Registered	Registrations taken vs. total capacity (e.g., `6 of 44`)
Revenue	Free or total paid revenue

Use the toolbar above the table to filter and export:

Search — filter by event name
Event date — filter by date range
Status — filter by event status
Filters — open advanced filters
Export — download the list as CSV
Pin filters — keep active filters visible between sessions

Click the three-dot menu (⋮) on any row to take quick actions on that event.

Creating an event

Click Create event from the Events list to begin. The form is organized into four tabs: Details, Schedule, Registration, and Target. A fifth tab, Reports, is disabled while you are creating the event and becomes available once the event exists.

Details tab

Fill in the key information for your event.

Event details

Field	Required	Notes
Title	✓	Up to 55 characters. Shown in the app.
Subtitle	✓	Up to 255 characters. Shown below the title.
Image	✓	Upload a hero image for the event card and detail page.
Image alt text	✓	Up to 55 characters. Describe the image for accessibility.
Description	✓	Rich text field. Supports formatting, links, and lists.

CTA button

Choose the label for the registration button shown to tenants in the app:

Book
RSVP
Custom text — enter your own label

Additional modules (optional)

Field	Description
Custom host name	Display a custom host or presenter name on the event.
Admin confirmation/forwarding email	Receive a copy of all registration confirmation emails.
Address	Physical location of the event.
Directions	Additional directions or access instructions.

Schedule tab

The Date & availability card sets when the event runs.

Setting the dates

Select the Start date — the first day of the event.
Select the End date — the last day of the event.
Choose the session format.

Set End date to the same day as Start date for a single-day event. Set it to a later day to create a multi-day event — a conference, retreat, or week-long series held as one event record rather than one record per day. See Multi-day events below.

The End date picker will not accept a date earlier than the Start date.

Single session — one fixed time block with a single start and end time. Use for workshops, parties, keynotes, and similar events.

Multiple sessions — several bookable time slots within the event. Use for massage appointments, yoga classes, wellness days, and any event where attendees choose a specific slot. On a multi-day event, the session pattern you define repeats on every day in the date range.

Configuring a single session

Field	Required	Notes
Start time	✓	Time the event begins on the start date.
End time	✓	Time the event ends. On a multi-day event this is the time of day it ends on the end date.

Configuring multiple sessions

Field	Required	Notes
Sessions start at	✓	Time the first session begins each day of the date range.
Sessions end at	✓	Time the last session ends each day.
Session duration	✓	Length of each session in minutes.
Buffer time	—	Gap between sessions (e.g., 10 minutes for turnover, or 45 minutes for an instructor break).

After entering these values, a Session preview shows how many sessions will be created across the whole date range. Review the list to confirm the generated slots match your schedule.

⚠️ Note: An event can contain at most 500 sessions in total. Because a multi-day event repeats its daily session pattern on every day in the range, the count multiplies quickly — 15-minute slots across 60 days would exceed the cap. If the schedule you have entered would generate more than 500 sessions, the Session preview and the save action both show:

"Cannot generate more than 500 sessions. Please adjust your date range or session duration."

Shorten the date range, make each session longer, or narrow the daily start/end window to get back under the cap.

Blocking sessions

Once the session schedule is generated, you can exclude specific slots from booking without removing them from the visible schedule. Blocked sessions:

Appear as unavailable in the session list — attendees see the slot but cannot book it
Cannot be booked — direct registration and waitlist enrollment are both disabled for that slot
Do not count toward the event's total available capacity
Differ from sold-out sessions — a sold-out session has exhausted its capacity; a blocked session is intentionally excluded regardless of remaining capacity

To block a session, locate it in the Schedule preview and toggle the session to Blocked. Click Save to apply. Blocked sessions remain visible to attendees with an unavailable indicator so the schedule gap is clear.

Registration tab

Capacity & tickets

Field	Required	Notes
Capacity	—	Maximum attendees. On multi-session events this is per session. Leave blank for unlimited.
Price	—	USD amount. Requires Stripe. Leave blank for free.
Enable waitlist	—	Toggle on to let users join a waitlist when full, and set how long an invited user has to respond.
Limit sessions per person	—	Toggle on to cap how many slots one attendee can book. Attendees can still join waitlists for additional sessions.

Check-in

Setting	Description
Enable check-in	Toggle on to activate QR-code check-in for this event.
Host check-in	Only admins can scan QR codes. Attendees cannot self-check-in. Recommended when you need full control over arrivals.
Host and attendee check-in	Attendees can check in via the app once check-in opens; admins can still scan QR codes. Recommended for larger or open-format events.
Advanced check-in period (minutes)	How far in advance attendees can check in. The system sends a check-in notification at this time.

Deadlines

Registration deadline — Toggle on to set a cutoff (in minutes, hours, or days) before the event starts, after which new registrations are not accepted.
Cancellation deadline — Toggle on to set a cutoff before which attendees must cancel or lose their spot.

Target tab

Control who sees the event and when it goes live.

Publish

Publish now — the event goes live immediately and is visible to tenants in the app.
Schedule for later — set a future date and time for the event to go live.

Audience

Select one or more building audiences from the Audience field. Each selected audience determines which tenants can see and register for the event.

Publish to

The Publish to table shows each building covered by the selected audiences. For each building, choose the Content section where the event will appear on the homescreen (e.g., Events & Happenings).

Notifications

Click Connect a notification to this event to attach a push or in-app notification that promotes the event. All notifications also appear in the in-app notification center; push notifications deliver to users who have enabled them.

Finishing up

Click Create (top right) to save. The event is created with status Draft if you chose Schedule for later, or Live if you chose Publish now.

💡 Tip: You can edit any field after creation. Open the event and click Save to apply your changes. Some schedule fields lock once the event has bookings — see Editing event details after publishing.

Multi-day events

A multi-day event is a single event record whose Start date and End date fall on different days. Use it for anything that runs across consecutive days as one programme — a three-day conference, a two-day training, a week-long wellness series.

What this replaces: previously each day had to be created as its own event, which meant duplicating the setup, managing a separate registration list per day, and leaving attendees to work out that the records were related. One record now covers the whole span.

How multi-day events behave

One registration covers the whole event. On a single-session multi-day event, tenants register once for the entire span rather than once per day.
Sessions repeat across every day in the range. On a multi-session multi-day event, the daily pattern you set on the Schedule tab is generated for each day, and tenants book the specific slots they want.
The events list shows the full range. The Event date & time column renders start date - end date instead of a single date.
Tenants see the span, not a single day. The event detail page headline shows a range such as Thu, Jul 30 – Sat, Aug 1, with a duration label (3 days) on the date tile. While the event is running, that label switches to the current position in the span (Day 2 of 3).
Session lists are grouped by day. On a multi-day multi-session event, the tenant's time-slot list is split into a section per day with a date heading, and a day selector across the top for jumping between days.
Confirmations and calendar invites carry the full span. The booking-confirmation modal, confirmation email, and the .ics / Google / Outlook calendar entries all use the full start-to-end range rather than the start date alone.

Planning a multi-day event

On the Schedule tab, set Start date to the first day and End date to the last day.
Choose Single session if attendees commit to the whole event, or Multiple sessions if they pick slots on individual days.
For multiple sessions, check the Session preview count before saving — the daily pattern multiplies across every day in the range and the total cannot exceed 500 sessions.
Use Blocking sessions to exclude slots on days when a session does not run (for example, a lunch break or an unused morning on day two).

⚠️ Note: Once an event has bookings, its Start date and End date are locked. Set the range correctly before the first registration comes in.

Managing an event

Click any event name from the Events list to open it. The event opens on the same tabs used to create it, plus Reports:

Details — title, subtitle, image, description, CTA button, additional modules
Schedule — start and end dates, session type, session times, blocked sessions
Registration — capacity, pricing, waitlist, check-in, deadlines
Target — publish schedule, audience, publish-to sections, notifications
Reports — live stats and attendee management

The event header shows the current status (Live or Draft), a language picker for multi-language content, a Save button, and a three-dot menu (⋮) for additional actions.

Reports tab

The Reports tab is the central hub for monitoring and managing an event once it's published.

Status banner

When check-in is open, a banner displays at the top with a Scan to check-in button. Click it to open the QR scanner directly.

Summary cards

Card	What it shows
Event	Event date and time, plus a countdown (e.g., "Starts in 1 month")
Registrations	Registrations taken vs. capacity, with a progress bar
Check-ins	Check-ins completed vs. total registrations, with a progress bar
Cancellations	Total cancellations and when the last one occurred

Attendees table

The Attendees section lists everyone who has registered, is on the waitlist, or has cancelled.

Toolbar:

Control	Description
Search	Filter attendees by name or email (see details below)
Pin filters	Persist active filters
Scan to check-in	Open the QR scanner
Filters	Filter by session, status, or other criteria
Export	Download the attendee list as CSV
Add Attendee	Manually register someone (see below)

Searching attendees

Use the Search field to find attendees by name or email. The search supports:

First name, last name, or full name — type any part of the name to find matches (e.g., Jane or Smith)
Either word order — Jane Smith and Smith Jane both return the same attendee
Email address or partial email — type a partial address (e.g., jane@ or acme.com) to filter by domain or prefix
Mixed case — search is case-insensitive; JANE, jane, and Jane all match

While a search is active, the attendee count displayed in the Attendees tab header updates to reflect the number of filtered results, not the total registration count.

To restore the full attendee list, clear the Search field.

Table columns:

Column	Description
Name	Attendee's full name and email address
Tenant	The tenant company the attendee belongs to
Session	The specific session the attendee registered for (multi-session events)
Registered	Timestamp of when the registration was created
Last updated	Timestamp of the most recent status change (default sort column)
Status	Current registration status (see below)
(check-in column)	Check-in status indicator

Registration statuses:

Status	Meaning
Registered	Confirmed registration; attendee holds a spot
Waitlisted	On the waitlist; will be notified if a spot opens
Cancelled	Registration was cancelled by the attendee or an admin

Check-in statuses:

Status	Meaning
Checked In	Attendee has been checked in
Unclaimed	Registered but not yet checked in

Adding an attendee manually

Click Add Attendee in the Reports tab.
Search for and select the user.
For multi-session events, choose the session time slot.
Select the initial status: Registered or Waitlisted.
Choose whether to send them a confirmation notification.
Click Add.

Updating an attendee's status

Click the action button next to an attendee's status to change it:

Registered ↔ Waitlisted — promote from waitlist or move back
Registered → Cancelled — cancel their registration
Registered → Checked In — manually mark as checked in without scanning

Checking in attendees with QR codes

Open the event in HqO Admin and go to the Reports tab.
Click Scan to check-in (in the banner or the attendee toolbar).
Allow camera access when prompted.
Point the camera at the attendee's QR code (shown in the HqO app or their confirmation email).
The attendee's status updates to Checked In instantly.

💡 Tips:

Any device with a camera works: phone, tablet, laptop webcam, or external USB camera.

Use an external USB camera for the fastest throughput at high-volume events.

For multi-session events, open check-in 5–10 minutes before each session starts.

Test scanning before the event to catch any lighting or connectivity issues.

Editing event details after publishing

Open the event, select the tab you need, make your changes, and click Save. Changes to a live event take effect immediately.

Once an event has at least one booking, the scheduling fields lock so existing registrations stay valid:

Field	After the first booking
Start date / End date	Locked. You cannot extend, shorten, or move a multi-day event once someone has registered.
Session type (Single ↔ Multiple)	Locked. The unavailable option shows a tooltip explaining which type is already in use.
Session times and cadence	Locked on multi-session events.
Enable waitlist	Cannot be switched off once at least one user has joined the waitlist.

Content, targeting, and capacity fields remain editable.

⚠️ Note: Because the date range locks with the first registration, confirm the full span of a multi-day event before it goes live.

Duplicating an event

Select Duplicate from the three-dot menu (⋮) on an event row in the Events list, or from the quick-action menu on the event itself. This creates a copy you can edit and publish as a new event — useful for a recurring conference or a series that repeats with the same setup.

Automated notifications

HqO automatically sends the following notifications. No configuration is required beyond setting up the event.

Trigger	Recipient	What it contains
Registration confirmed (free)	Attendee	Event details, date, location, QR code
Registration confirmed (paid)	Attendee	Event details, payment receipt, QR code
Check-in reminder	Attendee	QR code, session time, location
Cancellation confirmed (free)	Attendee	Cancellation confirmation
Cancellation confirmed (paid)	Attendee	Cancellation confirmation and refund details
Waitlist joined	Attendee	Confirmation that they're on the waitlist; link to leave
Waitlist spot available	Waitlisted attendee	Invitation to register, with an expiration window

FAQ

Can I run paid events? Yes. Set a price per session when creating the event. Paid events require a Stripe integration. Contact your HqO account team to enable Stripe for your property.

Can I create an event that runs over several days? Yes. On the Schedule tab, set the Start date to the first day and the End date to the last day. The event is held as a single record — tenants see one event with a date range and register once, rather than a separate event per day. See Multi-day events.

Do attendees have to register for each day of a multi-day event? No. For a single-session multi-day event, one registration covers the whole span. If you use Multiple sessions, attendees book the individual slots they want across the days in the range.

Why does my multi-day event say it would create too many sessions? An event is capped at 500 sessions. A multi-day event repeats its daily session pattern on every day in the range, so the total multiplies with the length of the range. Shorten the date range, lengthen each session, or narrow the daily start/end window.

Can I change the dates of a multi-day event after publishing it? Only until the first booking. Once anyone has registered, the Start date and End date are locked.

Can I create an event with multiple time slots? Yes. Choose Multiple sessions on the Schedule tab. Each session gets its own capacity, waitlist, and check-in tracking.

What is the difference between a blocked session and a sold-out session? A sold-out session is full because all available spots have been taken. A blocked session is intentionally excluded by an admin regardless of how many spots remain — it cannot be booked and does not contribute to available capacity. Both types still appear in the session list so attendees can see the full schedule.

Can I add an attendee after the event starts? Yes. Use Add Attendee from the Reports tab at any time, including during or after the event.

What happens when a waitlist spot expires? If the invited user does not register within the expiration window, their invitation expires and the next person on the waitlist receives an invite. The expiration window is set during event creation.

Can I export the attendee list? Yes. Click Export in the Reports tab to download a CSV of all attendees and their statuses.

Can I publish an event in multiple languages? Yes. Use the Lang picker in the event header to switch between supported languages (English (US), English (GB), French, Spanish, German, Dutch, Italian, Norwegian, Polish, and more) and enter translated content for each.

How do I close registration before the event? Go to the Registration tab, enable Registration deadline, and set the cutoff window. Alternatively, change the registration status directly from the event's Target tab.

Can I duplicate an event? Yes. Select Duplicate from the three-dot menu (⋮) on the event row in the Events list, or from the quick-action menu on the event itself.

Need help?

Contact your HqO account team or email appsupport@hqo.co.

Content — Promote events through homescreen content tiles
Communications — Send event announcements via push notification or email
Audiences — Manage the audience groups used to target events