Tenant User Guide

HqO Visitor Management lets hosts, coordinators, and administrators invite visitors, manage daily arrivals, and create reusable groups for recurring guests.

Logging in

Log in to the tenant portal. After you authenticate, users with Host, Coordinator, or Administrator roles can access the Visitor Management section.

Your day at a glance

The Visitor Management page displays a daily snapshot:

Review invited visitors in the Visits list. Use the Status filter dropdown to show only a specific status, such as Checked-in visitors.

Inviting a new visitor

To start, click the Create visit button in the upper right corner of the Visitor Management page.

Required visitor information

On the New Visit page, fields marked with a red asterisk are mandatory:

• First Name and Last Name: Enter the visitor's name. An email and mobile number are recommended so you can send digital invitations.
• Host: Defaults to the current user's name. Administrators and Coordinators can select or enter a different host.
• Floor and Suite: Select the meeting location.

Visit Type

Visit Type is mandatory. Choose one of two options:

• Bypass Desk: Sends an invitation with a QR code, allowing visitors to proceed directly to the turnstiles. This applies to buildings with Podiums or Elevator Lobby Kiosks. The QR code activates one hour before the meeting start time.
• Stop at Desk: Sends an invitation directing visitors to the Lobby Desk for a printed pass. Visitors must present photo identification. The pass includes an active QR code.

Visit date and time

• Date: Select one or more days using the calendar.
• Start Time and End Time: Use the time picker or enter the times manually.

Max number of entries

Select the maximum number of turnstile entries:

• 1 entry: The visitor enters the building once.
• Multiple entries: For visitors expected to exit and return multiple times.

Notifications

Configure how visitors receive their invitations:

• Send invite by: Defaults based on the contact information you provide. A text message is used if a phone number is provided; email is used if an email is provided.

Notes

• Add note to visitor: Enter special instructions for the visitor.
• Add note to front desk: Enter special instructions for the reception staff.

Additional recipients

• Internal recipients: Select employees to receive host notifications.
• External recipients: Enter email addresses for additional notification recipients.

Submitting the visit

Click the Add visit button at the bottom of the New Visit modal. A confirmation appears in the upper right corner. If the visit is scheduled for the current day, the visitor's information appears in the visitor list.

Current registered visitors

Viewing by date range

Select the Date Range field in the upper left. Navigate to a specific date or select a date range. The visit status counts update accordingly.

Visitor list information

Each entry includes:

• Visitor photo (if provided)
• Expected date and time
• End time
• Host
• Floor/Suite
• Status

The page snapshot updates based on the selected date range, displaying Total Visits, Expected, Checked-in, and Cancelled counts.

Editing a visit

1. In the Visits list, click the ellipses (…) on the visitor you want to edit.
2. Click Edit.
3. Update the necessary fields (name, email, phone, date/time, visit type).
4. Click the Update button.

A confirmation banner appears, the updated details display in the visit, and the visitor receives an updated email or SMS with the new details.

Editing a visitor

1. Click the visitor's blue name in the Visits list, or search for them in the Visits tab.
2. Edit the first or last name by clicking the pencil icon.
3. Update the name fields.
4. To upload or take a photo, click the pencil icon near the photo circle:
   • Select Take photo to use a local webcam.
   • Select Upload photo to use a photo from local storage.

Visitor access history

Review upcoming or previous visits. The list includes a snapshot with Host and Date & Time information.

Returning visitors

Navigate to the Visitors tab to view previous visitors. The list includes:

• First Name
• Last Name
• Email
• Phone

Search for a previous visitor and click their blue name to view their profile, which contains:

• First Name
• Last Name
• Email
• Phone
• Photo
• Upcoming visits
• Previous visits
• The ability to invite them again

Group registration

Groups let you identify visitor groups for future invitations.

Create a group during visit creation

1. Complete the visit details and add each visitor's contact information.
2. When creating a visit with multiple visitors, the Save as group option appears in the bottom right.
3. Select Save as group to enable the Group name field.
4. Enter the group name for future identification.
5. Complete the visit details and click the Add visit button.

Viewing group visits

A group icon appears on the Visits list for grouped visitors. Hover over the icon to see the group name (for example, "VIP Client").

Edit group visits

1. In the Visits list, click the ellipses (…) on a visitor in the group.
2. Click Edit group visit.
3. Modify the visit as needed.
4. Click the Update button.

Cancel group visits

1. In the Visits list, click the ellipses (…) on a visitor in the group.
2. Click Cancel group visit.
3. Modify the visit as needed.
4. Click the Update button.

All visitors in the group visit are cancelled. The host and visitors receive cancellation emails.

Managing groups

Navigate to the Groups tab to view and manage groups.

To create a new group:

1. Click the Create new group button.
2. Enter the Group name.
3. Enter the visitors' contact information for group inclusion.
4. Click the Add group member button to add additional members.
5. Once all members are added, click the Add group button.
6. The group appears in the Groups list.

Inviting a group

There are two methods to invite a group.

Method 1 — Create visit form

1. On the Visits tab, click the Create visit button.
2. On the New visit form, click the Invite group button.
3. Select the group from the dropdown.
4. The visitors are added to the visit.
5. Complete the visit details.
6. Click the Add visit button.

Method 2 — Groups tab

1. On the Groups tab, find the group to invite.
2. Click the Invite group button.
3. The new visitor form opens with the group visitors added.
4. Complete the visit details.
5. Click the Add visit button.

Bulk registration

Bulk registration lets you add multiple visitors at once, each with unique details, via CSV import or manual entry.

To start, click the arrow next to the Create visit button and select Bulk visit.

On the Bulk visitor invites page, choose between:

• Uploading visitors using a spreadsheet.
• Entering multiple visitors into the bulk invite list with different visit details.

Uploading visitors

1. Click Download the visit template to get the visitor template.
2. The template downloads as a .csv file and opens in the device's default program.
3. Enter visitor contact information and visit details into the .csv file.
4. Save the file as a .csv.
5. Click the Upload visitors button.
6. Select your saved .csv file.

The template includes the following columns: