Run an event

An event in HqO does the admin for you: tenants register in the app, the list keeps itself, waitlists fill automatically, and on the day you scan people in. This guide covers the whole arc — from deciding whether it should be an event at all, to reading the attendance report afterwards.

Before you start

Decide	Notes
Event, or just content?	If people need to sign up, it's an event. If they only need to know, a content tile is simpler. See the table in Step 1.
Single session or several?	One fixed time (a talk, a party) or bookable slots (massages, headshots, a class with repeats). Locks after the first registration.
Dates and times, capacity, price	Price needs Stripe. If your building doesn't have it, put the price and how to pay in the description instead.
Title (≤55 characters), subtitle, image and its alt text (≤55), description	All required.
Waitlist? Check-in? Registration cutoff?	All optional, all easier to set before people register.

You need the Programmer role in HqO Admin — without it, there's no Create event button. Payments, audiences and content sections are set up for you.

Step 1: Content or event?

	Content tile	Event
Tenants…	read it, maybe tap a button	register, and get a confirmation (with a QR code if you use check-in)
You get…	a click count	a live attendee list, waitlist, check-in, cancellations
Use for	announcements, an externally-run event, "save the date"	anything with a headcount, a capacity, or a door to check people through

If it's an event, carry on. If not, Create content — turn on Display as event there so it still shows in the Events tab in HqO Web.

Step 2: Create the event

1. Go to Experience → Events and click Create event.
2. On the Details tab, fill in the Title, Subtitle, Image, Image alt text and Description. The description supports formatting and links — put the practical details here: where to meet, what to bring, how payment works if you're not using Stripe.
3. Choose the CTA button label tenants will tap: Book, RSVP, or Custom text (your own wording, up to 30 characters).
4. Optionally add a Custom host name, an Address and Directions.

Step 3: Set the schedule

On the Schedule tab, set the Start date and End date — the same day for a one-day event, different days for a conference or a week-long series held as one event. Then choose the format:

Format	Use it for	You set
Single session	An after-work drinks, a workshop, a talk — one time, everyone together	Start and end time
Multiple sessions	Massage slots, photo shoots, flu shots, a class that repeats — people pick a slot	When sessions start and end each day, session length, and a buffer between them

For multiple sessions, check the Session preview before you move on: it lists every slot that will be created. On a multi-day event the daily pattern repeats every day, so the count multiplies — there's a limit on the total number of sessions per event, and HqO tells you when you save if you're over it. If a slot shouldn't be bookable (lunch, a break), hover over it in the Session preview and click its × (the ↺ puts it back). Tenants still see the slot, but can't book it.

⚠️ Set the format and schedule carefully. Once anyone has registered or joined the waitlist, you can't switch between Single session and Multiple sessions, and a multiple-session event's dates and session times lock too. A single-session event's date and time can still change — everyone registered or waitlisted is emailed the new details.

Step 4: Set registration

On the Registration tab:

• Capacity — leave blank for unlimited. On multi-session events this is per slot.
• Price — needs Stripe connected for your building. Blank means free.
• Enable waitlist — when full, tenants join a list and are invited automatically, in the order they joined, as spots open. Set Time to respond — how long an invitee has to register before the next person is offered the place. A waitlist needs a Capacity, and can't be turned off once someone has joined it.
• Limit how many sessions one person can book (multi-session events with a capacity) — stops one tenant booking every massage slot.
• Enable check-in — turns on QR codes. Host check-in means only your team scans; Host and attendee check-in lets tenants check themselves in once the window opens. Set the Advanced check-in period — how many minutes before start tenants can check in (they get a reminder at that moment).
• Registration deadline and Cancellation deadline — cutoffs before the start; after the cancellation deadline, tenants can't cancel a free event. On a paid event that switch is called Cancellation policy: set a Late cancellation window and the Refund amount (% of the price) tenants get back if they cancel inside it.

⚠️ Only enable check-in if someone will be scanning on the day. With it on, tenants get a QR code and a reminder to check in, and the Reports tab counts attendance by scans — if nobody is at the door, the event looks like no one came. If you won't be checking people in, leave it disabled.

Step 5: Target and publish

On the Target tab:

1. Publish now, or Schedule for later.
2. Pick the Audience — everyone in the building unless the event is genuinely for a subset.
3. Under Publish to, choose the Content section the event tile appears in (for example Events & Happenings).
4. Click Connect a notification to this event to attach a push that promotes it. Do this now rather than later — a push is one of the best ways to drive registrations.
5. Click Create.

What tenants see:

Step 6: Manage the list

Open a live event from the Events list — it lands on Reports, which is your dashboard from now until the event ends.

• Summary cards — countdown, registrations vs. capacity, check-ins, cancellations, plus waitlist, no-shows and revenue when they apply.
• Attendees table — everyone who registered, is waitlisted, or cancelled, with their tenant company and (for multi-session) their slot. Search by name or email.
• Add Attendee — register someone yourself: search for the user, pick a slot if needed, choose Registered or Waitlisted (on a paid event, also Mark as paid or Waive payment), and decide whether to Send notification to user.
• Change a status — click the action next to a name to promote from the waitlist, cancel, or mark as checked in without scanning.
• Export — CSV of the whole list, useful for catering numbers or a sign-in sheet.

Option: check people in on the day

1. Open the event's Reports tab and click Scan to check-in. The button appears once check-in opens — the Advanced check-in period before the start.
2. Allow camera access.
3. Point the camera at the attendee's QR code — it's in their HqO app and in their confirmation email. Their status flips to Checked In.

Any camera works — a phone, a tablet, a laptop webcam. For a busy door, a USB camera on a laptop is fastest. You can also check in from your phone with the HqO admin app — see Event check-in.

FAQ

Can I delete an event? No — there's no delete. To take a live or scheduled event down, choose Cancel from the ⋮ menu on the Events list or on the event itself. Everyone registered or waitlisted is notified (you can add a Custom message to their email), and it can't be undone. An event you simply let run moves to Past when it ends.

How do I close registration early? Turn on Registration deadline on the Registration tab and set it far enough before the start that the cutoff has already passed — the Events list then shows registration as Closed. Registered attendees are unaffected.

What happens if I charge for an event? Tenants pay by card when they register, and their confirmation email shows the card and amount paid (plus their QR code if check-in is on). If they cancel before the Late cancellation window, they're refunded in full automatically; inside it, they get back the Refund amount you set (0% means no refund). When you cancel someone yourself inside the window, you can waive the fee and refund them in full. Setting a price requires Stripe — if you don't have it, describe the price and payment method in the description and collect on the day.

Someone on the waitlist didn't get in even though a spot opened. Waitlist invitations expire. If the first person doesn't respond within the window you set, the offer passes to the next. Check the attendee's Last updated time and status in the Reports tab.

Can I run the same event again next month? Yes — Duplicate it from the ⋮ menu on the Events list. It opens a new event with everything filled in except the registrations and the publish timing; change the dates and click Create.

Tenants say they can't find the event in the app. Check the Audience and the Publish to section on the Target tab, and that the status is Live, not Draft or Scheduled.

Where to find the analytics

• While it's live — the Reports tab: registrations against capacity, check-ins, cancellations, and the full attendee list to export.
• Across events — the Events list shows Registered and Revenue for every event; open the Past tab and Export the list.
• Over time — Intelligence → My Portfolio Analytics → Features → Events for event-level trends across the building, filterable by tenant and timeframe. On the Portfolio Analytics tab, a confirmed registration for an event that has taken place counts toward Engagement, the last stage of the tenant engagement funnel — a run of popular events is one of the clearest ways to move it.

Related

• Events — every field, including multi-day events and session limits
• Event check-in — scanning attendees from your phone
• Send a communication — promoting the event by email or push
• Create content — when an announcement tile is enough