Resource Booking

Resource Booking gives your property team a real-time calendar of every bookable space and piece of equipment in your building. Review and approve tenant requests, create bookings on behalf of users, and manage your full resource inventory — all in one place.

Overview

Navigate to HqO Admin > Operations > Resource Booking to access the module. The page opens on the Calendar tab, which displays all active resources in a scrollable timeline. Two additional tabs — Requests and Resources — give you a full view of booking requests and your resource inventory.

Tenants submit booking requests through the HqO mobile or web app. Depending on how each resource is configured, bookings may be auto-confirmed or held for admin approval.

🔒 Permission required: Accessing Resource Booking requires Operations permissions in HqO Admin.

Calendar tab

The Calendar tab is your operational command center. Use it to see what's booked, what's available, and what needs attention.

Daily view

The default view shows all resources as rows in a scrollable 24-hour timeline. Resources can be reordered by dragging and dropping.

Controls:

• Use ← → to navigate between days
• Filter by resource type using the category pills: All, Experts, Meeting Spaces, Microscopes, Wellness Spaces
• A red vertical line marks the current time

Booking block colors:

Color	Status	Meaning
🟢 Green	Accepted	Confirmed booking
🟠 Orange	Pending	Awaiting admin approval
⬜ Gray	Unavailable	Blocked — no bookings allowed

Click any booking block to open the booking detail panel. The panel shows the requester's name, the resource, date, start and end time, and current status. You can update the status using the dropdown at the top of the panel.

Monthly view

Switch to Monthly using the toggle in the top-right corner of the calendar. The monthly view shows a traditional week-based grid with green booking chips on each day. Days with more bookings than fit show a +N more link.

Use the Select resources dropdown to filter the monthly view to a specific resource.

Requests tab

The Requests tab (/resource-booking/schedule) shows every booking request across all resources in a sortable table.

Default filter: Upcoming bookings only. You can adjust filters to see past or all bookings.

Filters

Filter	Options
Requested date range	Custom date range
Resource	Select a specific resource
Status	All, Pending, Approved, Declined, Cancelled

Table columns

Column	Description
Request submitted	Date the booking was submitted (sortable)
Resource	The space or equipment requested
Date & time	Booking date and time range (sortable)
Requester name	Tenant who made the request
Email	Requester's email address
Booking info	Additional notes submitted with the request
Status	Current status — change inline using the dropdown
Price	Booking cost (sortable)
Payment	Payment status (e.g., Free, paid)

Status options: Approved, Pending, Declined, Cancelled

Use Export .CSV to download the full list for reporting.

Resources tab

The Resources tab (/resource-booking/resources) shows your complete resource inventory as a card grid.

Each card displays:

• Photo of the space
• Resource name
• Capacity (maximum number of occupants)
• ⋮ menu for edit and delete actions
• Combined badge for resources that combine multiple spaces, along with the count of component resources

Resource types

Resources are grouped into types when selecting or filtering. Common types include:

Type	Examples
Large Conference Room	Boardroom, Conference Room
Small Conference Room	Small Conference Room
Roof Deck	Rooftop Terrace, Skyview Rooftop
Meeting Room	Meeting Room
Auditorium	Auditorium
Conference Hub	Central Conference Room, combined Theodore Rooms
Fitness Equipment	Pickleball Court, Sauna, Meditation Room
Lounge	The Theodore Lounge
Event Space	Multi-room combined spaces
Lab Equipment	Microscopes
Other	Custom resource types

Core workflows

Book a resource on behalf of a tenant

1. Go to HqO Admin > Operations > Resource Booking.
2. Click Book resource (top-right).
3. In the New Booking panel, fill in:
   • Book on behalf of — search by user name or email
   • Resource — select from the dropdown
   • Date, Start Time, and End Time
   • Optionally, add a booking note
4. Click Book resource. The booking is confirmed immediately.

Approve or decline a booking request

1. Click the Requests tab.
2. Find the booking request (use filters if needed).
3. Click the Status dropdown on that row.
4. Select Approved or Declined.

Alternatively, click a Pending booking block on the Calendar and update the status in the detail panel.

Create a collection

Collections group resources together for easier discovery in the tenant app.

1. Click Create collection (top-right, on Calendar or Resources tab).
2. Enter a Name — choose something tenants will recognize.
3. Toggle Show in product on to make it visible in the admin calendar, tenant web calendar, and booking filters.
4. Select the resources to include, using Select all to quickly add a full resource type.
5. Click Save.

Create a new resource

1. Go to the Resources tab.
2. Click Create resource.
3. Complete the Details tab:
   • Upload a Resource image (PNG or JPG)
   • Enter the Resource name and optionally a subtitle, directions, and description
   • Set the Resource type, Capacity, and Contact Email (for booking notifications)
   • Add Terms & Conditions if required
   • Check off available Amenities: TV/Projector, Phone, Wi-Fi, or custom
   • Set Configuration Options:
     • Auto-confirm all bookings — skip the approval step
     • Check in enabled — require check-in on arrival
     • Visitor registration allowed — allow guests to be registered for bookings
   • Select the Buildings that can view and book this resource
4. Click Next to configure Availability, Target audience, and User info fields.
5. Click Create to publish the resource.

💡 Tip: Paid resources can only be shared across buildings that have payments enabled.

Settings

Click the ⚙️ gear icon next to the "Resource Booking" page title to access app-level settings.

Integrations tab

Setting	Description
Active integrations	Lists all enabled integrations with a remove option
Add integration	Connect a new integration (e.g., calendar sync)

App visuals tab

Setting	Description
Location title	The name displayed in the tenant app for this location
Hide location in tenant app	Hides this building from the app's resource booking interface while still allowing bookings by users from other buildings

Payments

Resource Booking supports two payment models. You can enable either or both at the same time.

Credit card payments

Instant payment at booking time, deposited into a connected Stripe account.

Setup:

1. Go to Resource Booking > Settings.
2. Toggle Paid Resources to On.
3. Select Credit Card Payments.
4. Connect your Stripe account. Contact your HqO account team if you need help linking an existing Stripe account.

Tenant experience:

• Tenants enter and save a credit card during booking.
• The card is charged immediately at the time of reservation.
• Cancellations within the allowed window trigger an automatic refund.
• Cancellations outside the window require a manual refund through Stripe.

Account-based payments

Deferred payment managed by your property team — via rent statements, invoices, or other processes.

Setup:

1. Go to Resource Booking > Settings.
2. Toggle Paid Resources to On.
3. Select Account-Based Payments.
4. Add the tenant companies allowed to pay via invoice.

Tenant experience:

• During checkout, eligible tenants can select Invoice as the payment method.
• Your property team collects payment separately (rent statements, checks, etc.).

Tracking payments:

• Transactions tab — shows completed account-based bookings, exportable to CSV for billing.
• Requests tab — shows all bookings including upcoming ones, for operational management.

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Automated emails

HqO automatically sends email notifications at key points in the booking lifecycle:

Email	Trigger	Recipient
Booking Confirmation	Admin confirms a pending booking, or resource is set to auto-confirm	Tenant
Booking Requested	Tenant submits a booking request	Admin
Booking Requested	Tenant submits a booking request	Tenant (confirmation of T&Cs)
Booking Denied	Admin denies a request	Tenant
Booking Cancelled	Tenant cancels their booking	Tenant + Admin
Check-In Notification	Resource requires check-in and booking time is approaching	Tenant

Turning off automated emails:

1. Go to the Resource Booking home page.
2. Click the ⚙️ settings gear.
3. Open the HqO integration settings.
4. Check Do not send HqO booking email notifications.
5. Click Save.

Email branding: Customize resource booking emails with your property's logo and colors:

1. Go to Resource Booking Settings.
2. Under HqO integration settings, select Email Templates.
3. Upload your logo and set your primary and secondary brand colors.
4. Set your Send-from domain and Reply-to address.
5. Click Save. All future booking emails reflect your branding.

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Cancellation policy

Configure per-resource cancellation rules to control when and how tenants can cancel bookings.

Setup:

1. Open the resource you want to configure in the Resources tab.
2. Go to the Availability tab.
3. Toggle on Cancellation policy.

Step 1 — Set the late cancellation window Enter a time value and unit (Minutes, Hours, or Days). Anything cancelled within this window is treated as a late cancellation.

Step 2 — Choose late cancellation behavior:

Option	What happens
Allow late cancellations	Tenant can still cancel but it’s marked late. Set a refund % (0 = no refund, 100 = full refund).
No late cancellations	Cancel button is disabled once inside the window.

Step 3 — Allow cancellations after booking starts (optional) Toggle on and set a refund percentage for cancellations made after the booking start time.

Step 4 — Add a cancellation message (optional) Enter a message shown to tenants when viewing or attempting to cancel a booking.

Things to know:

• Policy applies per resource — different spaces can have different rules.
• Refund amounts are percentages; only applies to paid resources.
• Admins can always cancel on behalf of tenants regardless of policy, with the option to waive the cancellation penalty.
• Policy changes apply to new bookings only — existing bookings are not affected.

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FAQ

Do tenants need approval for every booking? Not necessarily. Per resource, you can enable Auto-confirm all bookings in the resource's Configuration Options. When enabled, bookings are confirmed immediately without admin review.

How do tenants make a booking? Tenants open the HqO mobile or web app, browse available resources, and select a time slot. The request appears in your Requests tab (and as a Pending block on the Calendar) until approved or auto-confirmed.

Can I see who booked a specific resource? Yes. Click any booking block on the Calendar to see the requester's name, email, and booking details in the side panel. The Requests tab shows all bookings in a searchable, sortable table.

What does the "Combined" badge mean on a resource? Combined resources are made up of two or more individual spaces that can be booked together (e.g., The Theodore Room - Part I + Part II = The Theodore Room - Combined). The badge shows how many component resources are included.

Can I export booking data? Yes. On the Requests tab, click Export .CSV to download all booking data for the current filter view.

What's the difference between a resource type and a collection? Resource types are system categories set when you create a resource (e.g., Auditorium, Fitness Equipment). Collections are custom groups you create to organize resources for tenant discovery in the app — for example, "Executive Floor" might include multiple conference rooms from different categories.

Need help?

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

Related

• Visitor Management
• Access Control
• Transactions
• Products