Visitor Management

HqO supports two approaches to visitor management: a native built-in system and integrations with external visitor management platforms.

Native Visitor Management

HqO includes a full-featured visitor management system built into HqO Admin. Property teams can manage the entire visitor lifecycle — pre-registration, check-in, watchlist screening, and reporting — without any third-party platform.

See Visitor Management (Admin) for the complete admin guide, including:

• Pre-registering guests and creating bulk visits
• Scanning visitors in (QR code, license plate, or ID)
• Watchlist setup and match resolution
• Vendor COI tracking
• Group visit management
• Settings and notification configuration

Third-party integrations

HqO can integrate with external visitor management platforms, allowing tenants to register and manage visitors from the HqO app while the platform's own back office handles administration. Each integration must be included in your HqO contract — contact your HqO Customer Success Manager or Implementation Manager to discuss which visitor management integrations are available to you and how to configure them.

Envoy

Envoy brings its visitor management experience into the HqO app, so tenants can manage visits alongside their other workplace tools.

What tenants can do in the HqO app:

• Register new visitors and view existing registered visitors
• Visitors receive confirmation emails with visit and building details
• Visitors can pre-register via email

Envoy also supports a kiosk check-in experience on a tablet at the front desk. Tablets are procured by the customer — Envoy does not provide them.

All administration stays in the Envoy dashboard; HqO provides the tenant-facing experience only.

Setup:

1. Log into your Envoy dashboard.
2. Go to the Apps section and install the HqO app (or open it under Installed apps if already added).
3. Configure the app by entering your HqO building UUID and completing signup. If you're unsure of your building UUID, ask your HqO representative.
4. Notify your HqO Customer Success Manager or Implementation Manager so they can complete the backend configuration.

Regional availability: Global

Cloudgate (Soloinsight)

Cloudgate by Soloinsight adds self-serve visitor registration and management to the HqO app.

What tenants can do in the HqO app:

• Self-serve visitor registration and management automation
• Mobile access with facial recognition
• Invite and notification management
• Employee and contractor proximity card activation
• Watchlist functionality

Setup: Collect the following from your Cloudgate representative and share it with your HqO Customer Success Manager or Implementation Manager:

Item	Source
Client ID	Cloudgate representative
Client Secret	Cloudgate representative
Building ID (Location ID)	Cloudgate representative
Application ID	Cloudgate representative

Regional availability: North America only

Kastle Visitor Registration

The Kastle integration lets tenants send visitor invitations that include QR codes for entry at compliant Kastle readers.

What the integration supports:

• Registered users submit visitor details — name, email, start date, start time, and end time are required; phone number is optional
• Multiple visitors can be registered at once
• Visitors receive invitation emails with a QR code (when applicable) for access
• Security managers and front desk teams view daily visit lists in the Kastle Portal
• Tenant admins may view upcoming visits to their company in Kastle

Limitations:

• Phone number cannot be used as an entry option
• Visits cannot be viewed, edited, or tracked within HqO
• No status updates are sent from HqO
• Visits created directly in the Kastle portal do not appear in HqO

Setup: Contact your Kastle representative to request a Visitor Connect account and collect the following, then share it with your HqO Customer Success Manager or Implementation Manager:

Item	Notes
Owner GUID	Property-specific
System Username	Visitor Connect account
System Password	Visitor Connect account

Regional availability: North America only

How visitor management connects to access control

When HqO Visitor Management is connected to your building's access control system:

• Pre-registered visitors automatically receive a digital credential (QR code) they can scan at entry points — no front desk stop required (when configured).
• Cancelling a visit removes the visitor's temporary access from the access control system immediately.
• Checking out a visitor removes their access record.
• All visitor credentials expire automatically after the visit window ends.

This integration requires an active access control connector (e.g., HID, Lenel, or another supported system). Contact your HqO implementation team to set it up.

Enabling Visitor Management

Visitor Management is enabled in HqO Admin > App Configuration > Features. Once enabled, tenants can pre-register guests through the HqO app, and property staff can manage visits in the Admin portal.

Related

• Visitor Management (Admin) — full admin guide
• Access Control — building access hardware and connectors
• HID Mobile Access — mobile credentials for tenants
• Marketplace — browse third-party visitor management integrations