Outlook Visitor Invitations

The Outlook integration lets your organization create visitor records automatically by adding a dedicated Outlook invite account to a meeting — HqO generates a visit for each external attendee, with the meeting organizer as the host.

How it works

• A single dedicated invite account (for example, building-name@yourcompany.com) acts as the trigger.
• When that account is added to a meeting, HqO creates a visit for each external guest.
• Internal employees and the invite account itself are excluded.
• The meeting organizer becomes the visit host.

Set up the connection

Setup is a one-time process performed by an administrator:

1. Go to Visitor Management and open the Outlook connection.
2. Click Connect Outlook and complete the Microsoft consent flow.
3. Select the dedicated invite account email address.
4. Assign the account to the appropriate building.

Create visitor invitations from Outlook

Once the connection is set up, anyone in your organization can register visitors from Outlook:

1. Create or open a meeting in Outlook.
2. Add external guests as attendees, as you normally would.
3. Add the dedicated invite account as an attendee.
4. Send the invite.

HqO creates a visit for each external guest on the meeting.

How visitor details are populated

Situation	First name	Last name
Guest has an existing visitor profile	Retained from the profile	Retained from the profile
New guest known only by email	Guest's email address	External Visitor

The guest's full email address remains searchable, and any name edits you make persist for future visits.

Synchronization with meetings

Visits stay in sync with the source meeting:

• Meeting updates sync to the related visits.
• Cancelling the meeting cancels the related visits.
• Removing the invite account from the meeting cancels the visits.
• Removing an external attendee cancels that guest's visit.

Permissions and security

The integration requires read-only access to:

• User profiles — validates attendees and distinguishes internal employees from external guests.
• Calendar events — monitors when the invite account is added to a meeting and reads the attendee list.

The corresponding Microsoft Graph permissions are:

Permission	Purpose
User.Read.All	Read user profiles to identify internal vs. external attendees.
Calendars.Read	Read calendar events for the invite account.

Limitations

• Internal-to-internal visits are not supported.
• You cannot select individual attendees — all external guests on the meeting become visitors.

Troubleshooting

If a visit is not created, verify that:

• The invite account was added to the meeting as an attendee.
• The guest is external to your organization.
• The invite account is mapped to a building.

For related setup, see Visitor Management.