Roles

HqO Visitor Management uses role-based permissions to control who can create, view, and manage visits. The role assigned to each user determines what they can do, scoped to either a tenant company or a landlord's buildings.

How roles are assigned

You must be invited to the platform before you can use Visitor Management. Depending on your building's configuration, a member of the property staff or another member of your team invites you and assigns your role.

Tenant roles

Tenant roles apply to employees of a tenant company who register and manage their own visitors.

• Visitor Registration Administrator — Manages visitors and employee profiles for the entire tenant company.
• Visitor Coordinator — Manages visitors across the tenant company but cannot manage employee profiles.
• Visitor Registration Host — Manages only the visits they create.

Tenant role permissions

Capability	Administrator	Coordinator	Host
Add, edit, or delete tenant employee profiles for the company	Yes	No	No
Add, edit, or cancel visitors for the entire tenant company	Yes	Yes	No
Add, edit, or cancel visitors for themselves only	—	—	Yes
View all visits created by all employees	Yes	Yes	No
View only the visits they created	—	—	Yes
Change the host to an active HqO employee	Yes	No	No
Submit multi-day visits	Yes	No	Yes
Resend a visitor invitation	Yes	Yes	Yes

Landlord roles

Landlord roles apply to property staff who manage visitors and front-desk operations across the buildings they oversee.

• Super Admin — Has the broadest access, including managing visitors and employees for any tenant in their buildings.
• Security Admin — Manages visitors and employees for their buildings and can assign the User Admin role.
• Building Guard — Handles front-desk operations such as searching, checking in, and printing passes.

Landlord role permissions

Capability	Super Admin	Security Admin	Building Guard
Add, edit, or cancel any visitors for any tenant in their buildings	Yes	Yes	No
Add, edit, or delete any employees for any tenant in their buildings	Yes	Yes	No
Add the User Admin role	No	Yes	No
View visits created for tenants in their buildings	Yes	Yes	Yes
View host notes to the building front desk	Yes	Yes	Yes
Notify hosts	Yes	Yes	Yes
Search, check in, and print passes for visitors and day pass users	Yes	Yes	Yes
Create vendor visits	Yes	Yes	Yes

Related

For an overview of the feature, see Visitor Management.