Capacity Manager

Operations / Capacity Manager — Production view

Control how many employees can be in the office each day by setting capacity limits and approving or denying attendance requests submitted through the HqO app.

Overview

Capacity Manager lets building and operations administrators define a maximum number of approved attendees per day and manage incoming requests against that limit. Employees submit attendance requests from the HqO mobile or web app; admins review each request and approve or deny it from the Capacity Manager page in HqO Admin.

Navigate to HqO Admin > Operations > Capacity Manager to access the feature.

A real-time counter at the top of the page shows how many requests have been approved versus the configured daily limit, so you always know how much capacity remains. The calendar view lets you navigate between days and months to plan and review requests in advance.

⚠️ Note: Capacity Manager requires an add-on or specific plan configuration. Contact your HqO account team if this page is not visible in your Operations menu.

🔒 Permission required: Managing capacity limits and approving or denying requests requires Operations permissions in HqO Admin.

Capacity counter

The capacity counter at the top of the Capacity Manager page shows:

Field	Description
Approved	Number of attendance requests approved for the selected day
Limit	The maximum number of approvals configured for the day
Remaining	Available spots before the daily limit is reached
Pending	Requests awaiting review

When the approved count reaches the limit, new requests stay in Pending status until a spot opens up or you manually override the limit.

Attendance requests

Each attendance request submitted by an employee appears as a row in the Capacity Manager table. The following fields are visible per request:

Field	Description
Employee Name	The user requesting to be on-site
Company / Tenant	The employee's company or tenant group
Expected Arrival	Anticipated arrival time
Department	Employee's department or team
Reason	Why the employee needs to be on-site that day
Priority	Request priority level (if set)
Approval Status	Approved, Pending, or Denied

Request statuses

Status	Meaning
Pending	Awaiting admin review; does not count against the daily limit
Approved	Request accepted; counts toward the daily capacity total
Denied	Request rejected; employee is notified and the slot is not used

Use the calendar controls at the top of the page to move between dates:

Day view — shows all requests for a single date with full detail
Month view — shows total request volume and approval counts across all days in the month; useful for planning capacity in advance

Click any day in Month view to switch to Day view for that date.

Core workflows

Set the daily capacity limit

Go to HqO Admin > Operations > Capacity Manager.
Click the capacity configuration field (shown near the counter at the top of the page).
Enter the maximum number of approved attendees allowed per day.
Click Save. The limit takes effect immediately for all future and pending requests.

💡 Tip: You can update the daily limit at any time. Changing it does not retroactively affect already-approved requests.

Review and approve attendance requests

Navigate to HqO Admin > Operations > Capacity Manager.
Select the date you want to review using the calendar controls.
Click a Pending request to open the detail view.
Review the employee name, reason, arrival time, and any priority indicators.
Click Approve or Deny.
The real-time counter updates instantly to reflect the decision.

Deny a request after approval

Locate the approved request in the table.
Click the request to open the detail view.
Click Deny to reverse the decision.
The employee is notified and the approved count decreases by one.

Navigate to a specific date

Click the calendar control at the top of the page.
Use the month arrows to navigate forward or backward.
Click any date to load requests for that day.

Export attendance data

Apply any filters (date, status, department) to scope the export.
Click the download icon.
The report downloads as a CSV file.

Settings

Access Capacity Manager settings by clicking the gear icon (⚙) next to the page title. Settings may include:

Setting	Description
Daily capacity limit	The default maximum number of approved attendees per day
Auto-deny when full	Automatically deny new requests once the daily limit is reached
Notifications	Configure whether employees receive email or push notifications on approval or denial

💡 Tip: Settings availability depends on your HqO plan and configuration. Contact your HqO account team for options not visible in your instance.

FAQ

What happens when the daily capacity limit is full? New requests remain in Pending status. You can still manually approve them (overriding the limit) or deny them. If Auto-deny when full is enabled in settings, the system automatically denies new requests once the limit is reached.

Can employees see available capacity before submitting a request? Capacity visibility for end users depends on your HqO app configuration. Contact your HqO account team to enable or adjust this setting for employees.

Can I set different limits for different days of the week? Per-day capacity rules may be available depending on your plan configuration. Contact your HqO account team for details.

Who can approve or deny requests? Any admin with Operations permissions in HqO Admin can review and act on attendance requests.

Will employees be notified when their request is approved or denied? Yes, if notifications are configured in settings. Employees receive an in-app notification, push notification, or email depending on your notification configuration.

Is Capacity Manager the same as Who's In? No. Capacity Manager is a request-based workflow — employees actively request to attend, and admins approve or deny each request against a configured limit. Who's In shows self-reported attendance registrations without a formal approval step. See Who's In for details.

Need help?

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