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. Choose a payment method for paid resources (availability depends on the user's and building's configuration):
   • Credits — deduct from the user's credit balance. Shows "Not available" if the user has no credits or the resource has no credit price; "Not enough credits" if the balance is insufficient.
   • Invoice — bill the tenant later. Shows "Not available" if invoicing isn't enabled for that tenant.
   • Waive payment — comp the booking at no charge (e.g., VIP guests or service recovery).
5. 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.

Add or edit a booking note

Booking notes are internal comments that keep your team aligned on a booking — special requests, tenant preferences, setup requirements, or reminders (e.g., "Tenant got a promotion last week — deliver coffee & pastries at 2 PM as congrats").

On a new booking:

1. Click Book resource and fill in the booking details.
2. Scroll to the Booking note field at the bottom of the form and enter your note.
3. Save the booking.

On an existing or past booking:

1. Click the booking on the Calendar to open the booking detail panel.
2. Scroll to the Booking note section at the bottom.
3. Click Add note to create a note, or edit the existing one, then click Save.

Things to know:

• Notes are internal only — they are never visible to the end user who made the booking.
• Each booking has a single note field; everyone with resource booking permissions edits the same note, so the latest information is always in one place.
• Notes can be added or edited at any time — before, during, or after the booking.

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 combined resource

Combined resources represent flexible spaces that can be divided or merged (e.g., two rooms with a movable wall bookable as one large space). The parent space automatically manages availability so no double bookings occur across connected rooms.

1. On the Resources tab, open the create dropdown and select Create Combined Resource.
2. Choose two or more existing spaces to combine — create your smallest individual spaces first, then combine them.
3. Select an existing resource to copy details from (photo, description, rules, and terms carry over).
4. Update the name (e.g., "Conference and Collaboration Room") and type; capacity is calculated automatically.
5. Save. Booking the combined space blocks its component rooms, and vice versa.

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. Users must check in within 30 minutes of the start time or the reservation is automatically released; reminders go out via push notification and email 15 minutes before and 25 minutes after the start time (timings aren't configurable). Check-in must also be enabled on the HqO integration (⚙️ icon > HqO integration).
     • 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. Availability rules support multi-day bookings, all-day bookings, minimum and maximum booking durations, buffers between bookings, and blackout dates.
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)

Display options (HqO integration)

Instance-level settings that shape the tenant booking experience:

Setting	Description
Default filter	Whether tenants browse resources by Resource Type or by Capacity by default
Sort floors on	Order floors by Floor level or Floor name
Available Now	Show currently available resources in an "Available Now" section on the booking landing page (otherwise tenants search by date and time)
Multi-day booking	Let tenants book a resource across multiple days — available for free resources only
Compact UI	Minimal interface showing only key information
"All day" toggle	Shortcut for tenants to search and book resources available for the entire day

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

For select real-time events — booking request approvals and denials — a push notification is also sent to the HqO mobile app. Push notifications show an abbreviated title and message rather than the full email content.

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.
• Tenants see the policy terms before confirming a booking, and the custom message (if set) appears when they view or attempt a cancellation.

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Kiosk mode

Kiosk mode displays a dedicated booking interface on a touchscreen tablet in your building — no app download or sign-in required. Tenants see real-time availability and can make instant reservations on the spot.

Set up a single-resource kiosk

1. Go to Resource Booking and open the resource you want to display.
2. Open the resource's Kiosk tab and configure the settings:

Setting	Description
Read-only mode	Display availability only — no booking from the kiosk
Show user name/company	Display who made each booking
Show QR code	Show a QR code tenants can scan to book via the app or web
Require user identification	Ask tenants to identify themselves before booking

3. Save your changes.
4. Click the Kiosk button (top right) to launch the kiosk or copy its URL to the device.

Set up a collection kiosk

Display several resources on one kiosk by using a collection:

1. Enable kiosk mode on each individual resource first — a resource must have kiosk mode enabled before it can be added to a kiosk collection.
2. Create or edit a collection and toggle Enable kiosk mode on.
3. Select the resources to include and save the collection.
4. Open Manage Collections to copy or open the collection's kiosk URL.

Deploy on a tablet

iPad (Guided Access):

1. Open the kiosk URL in Safari and use the Share menu to add it to the Home Screen.
2. Enable Guided Access under Settings > Accessibility and set a passcode (Face ID/Touch ID also supported).
3. Open the kiosk from the Home Screen and triple-click the Side/Home button to start the Guided Access session. Circle any screen zones you want to disable.
4. To exit, triple-click again and authenticate.

Android tablet (screen pinning):

1. Enable Screen Pinning under Settings > Security.
2. Create a Chrome home screen shortcut for the kiosk URL.
3. Launch the shortcut, open Recent Apps, tap and hold the app card, and select Pin.
4. To exit, press Back + Recent Apps simultaneously and enter the PIN.

For permanent installations, consider a device owner / dedicated kiosk-mode setup instead.

Compatible hardware:

Category	Devices
Apple	iPad (standard), iPad Mini, iPad Air
Samsung	Galaxy Tab A8, Tab A9/A9+, Tab S9/S10, Tab S9 FE/S10 FE, Tab Active series (8")
Enterprise displays	Elo Touch Solutions, CDS (Commercial Display Systems)

Wall and stand mounts are available from Maclocks, Armodilo, VidaBox, and Mount-it.

Things to know:

• Kiosk bookings are attributed to the user who generated the kiosk URL. Create a dedicated kiosk user account so bookings aren't tied to a personal admin account.
• Paid resources display as read-only on the kiosk — tenants complete paid bookings in the app or on the web.
• Tripleseat resources are also read-only on the kiosk.
• Availability on the kiosk refreshes in real time.

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Outlook / Microsoft 365 calendar sync

Sync HqO resources with Outlook calendars so availability stays accurate in both systems. Bookings made in HqO create events on the mapped Outlook calendar, and events created in Outlook block availability in HqO. The integration uses the Microsoft Graph API with OAuth 2.0 delegated permissions — HqO never sees your Microsoft credentials.

⚠️ Limitation: Only free resources can be synced with Outlook at this time. Paid resources are not yet supported and appear as Not supported in the mapping step.

Prerequisites:

• An active Microsoft 365 account (Business, Enterprise, or Education plan with Exchange/Outlook).
• Building Admin access in HqO Admin.
• Read/write access to the Outlook calendars you plan to map — calendars must exist in Outlook before mapping.
• If your corporate tenant requires admin consent, pre-approval of the HqO app in the Microsoft 365 Admin Center.
• Network access to https://graph.microsoft.com.

Supported calendars include calendars owned by the authenticated account, resource-specific calendars (e.g., "Board Room 4A"), and calendars shared with that account.

Requested Microsoft Graph scopes:

Scope	Used for
Calendars.Read	Checking resource availability
Calendars.Read.Shared	Accessing shared calendars
Calendars.ReadWrite	Creating, updating, and cancelling events
Calendars.ReadWrite.Shared	Managing events on shared calendars

Setup:

1. Create resource calendars in Outlook (if they don't exist yet). Right-click My Calendars > Add calendar and name each calendar after the physical resource. Share them with the person who will complete the mapping.
2. Connect Microsoft 365 in HqO. Open Resource Booking, click the ⚙️ gear icon next to the page title, then go to HqO > Calendar sync. Click Connect on the Microsoft 365 tile, sign in with the account that has access to the resource calendars, and approve the requested permissions.
3. Map resources to calendars. In the resource sync section, use the dropdowns to pair each HqO resource with its Outlook calendar, then click Save.
4. Validate. Create a test booking in HqO and verify it appears in Outlook; create a test event in Outlook and verify the slot shows as unavailable in HqO; cancel the test event and confirm it clears in both systems.

Security and access scoping:

• OAuth 2.0 authorization code flow with short-lived, encrypted-at-rest tokens and TLS 1.2+ in transit.
• HqO's access is bounded to the calendars visible to the authenticated account, and only explicitly mapped calendars are used.
• Recommended: authenticate with a dedicated service account (e.g., hqo-integration@yourcompany.com) that has only the target resource calendars shared with it, rather than a personal admin account.
• Activity is covered by HqO's internal audit logging and your Microsoft 365 Purview audit trail.

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Tripleseat integration

Connect HqO Resource Booking to your Tripleseat account so Tripleseat-managed event spaces appear alongside your standard HqO resources with real-time availability. Tenants browse availability in HqO and click Book to open your Tripleseat lead form; the request is then managed entirely within Tripleseat.

How it works:

• Availability syncs in real time — Tripleseat events automatically block calendar slots in HqO.
• After a tenant submits the lead form, a confirmation message (configured in Tripleseat) is shown.
• Admins cannot book Tripleseat resources on behalf of users — the admin calendar view for these resources is intentionally disabled.
• Slots only block once a lead is converted to an event in Tripleseat, so multiple tenants can submit leads for the same time before the slot blocks.
• Tenants can request times outside the displayed availability windows, since booking happens via the lead form.

Prerequisite: Native HqO Resource Booking must be activated first.

Setup:

1. Activate in HqO Admin. Go to Resource Booking > Settings, activate the Tripleseat integration, and copy the Redirect URI shown.
2. Create an OAuth application in Tripleseat. In Tripleseat, go to Settings > Tripleseat API & Webhook Details > OAuth 2.0 Client Applications and create an application:
   • Name: HQO Integration
   • Description: HQO <-> Tripleseat integration for resource/event booking synchronization
   • Information URL: https://www.hqo.com
   • Redirect URI: the URI copied from step 1
   • Write permissions: Events, Bookings, Tasks, Documents
   • Read permissions: Leads, Contacts, Accounts, Payments, Users, Locations, Notes, Guest Room Blocks, Menus, Menu Items, Menu Updates, Webhooks, Payment Reports, PMS, Sites
3. Create a webhook in Tripleseat pointing to https://webhooks-service.use1.hqo-production.com/webhooks/events/tripleseat/event, with these permissions enabled:
   • Event actions: Create Event, Delete Event, Reassign Event Location, Status Change Event, Change Event Datetime
   • Room actions: Update Room, Delete Room
4. Complete activation in HqO. Copy the UID and Secret from the Tripleseat OAuth application into the HqO activation form, then approve the authorization when redirected to Tripleseat.
5. Configure and import resources. Select the default location, enter the Lead Form URL, and choose the resources to import — optionally adjusting each Display Name and Resource Type — then click Import. After import, configure each resource's images, descriptions, sharing, availability, and kiosk mode as usual.

💡 Tip: A Tripleseat resource can only be imported to one building.

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Floor plan booking

Tenants can also book desks and meeting rooms directly from a floor plan — viewing availability for a chosen date and time, selecting a resource on the plan, and completing the booking flow. This reduces confusion about resource location and availability.

• Floor plans must be clearly labeled, one floor per page, provided as PDF.
• Supported with HqO Built-In Resource Booking, Microsoft Exchange, and Nexudus integrations.
• Contact your HqO team to enable floor plans or update an existing plan.

Parking

Parking spots are booked through Resource Booking — tenants view and book available spots in the app, see upcoming reservations, and cancel them; your team creates and manages the spots in Admin.

1. Create (or use) an HqO Resource Booking instance for the building.
2. Add a resource with Resource Type: Parking Spot and fill in the required fields.
3. Choose the acceptance mode: reservation requests can be automatically accepted or require manual approval by an admin.
4. Optionally set a notification email to receive an alert whenever a new reservation is submitted.

Booking requests can be viewed and exported from Admin with details like submission date, resource name, and request status.

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