Register a Visitor
HqO Web — Register a Visitor
The Register a Visitor page is the tenant-facing side of HqO's visitor management system. Tenants pre-register guests, view today's expected arrivals, and track visitor check-in status throughout the day.
Overview
The page is titled Visitor Management and defaults to the Visits tab. It shows all visits for the selected date, a statistics bar with visit counts by status, and a detailed visitor table.
Registering a Visit
Click Create visit in the top right to open the registration form. Required fields include:
- Visitor name and contact — email or phone for sending the invite
- Visit date and time window — when the visitor is expected
- Host — the tenant employee hosting the guest
- Floor/Suite — where the visitor is headed
- Notes — any special instructions for building security
Once created, the system sends a digital invite to the visitor with building access details. Invite delivery status is tracked in the table.
Visit Status Summary
A statistics bar at the top of the page provides a real-time summary of the day's visits:
| Status | Description |
|---|---|
| Total Visits | All visits scheduled for the selected date |
| Expected | Confirmed invites, not yet arrived |
| Pending | Visits awaiting approval |
| Checked-in | Visitors who have arrived and been processed |
| Approved | Visits approved by building security |
| Denied | Visitors denied access |
| Cancelled | Visits cancelled before arrival |
Visitor Table
Each row shows:
- Visitor name with a link to the full visitor record
- Expected time window
- Host — the responsible tenant employee
- Invite status — whether the invitation was sent
- Floor — destination floor and suite
- Status badge — current visit status
- Badge — whether a building access badge is activated
Scanning Tools
Three quick-action buttons in the top right support physical check-in:
| Button | Purpose |
|---|---|
| Scan LP | Scan a license plate for vehicle visitors |
| Scan QR | Scan the visitor's QR code from their invite |
| Scan ID | Scan a government-issued ID for identity verification |
Tabs
| Tab | Purpose |
|---|---|
| Visits | Day-by-day log of all scheduled and completed visits |
| Visitors | Directory of all registered visitor contacts |
| Vendors | Recurring vendor and contractor visit management |
| Tenant Employees | Manage which employees can host visitors |
| Watchlist | Flag individuals who should be denied or flagged on arrival |
| Groups | Pre-register groups of visitors under a single event |
Admin Configuration
Building admins configure visitor management workflows and approval rules in HqO Admin > Operations > Visitor Management.
Related
- Home — Register a Visitor shortcut card on the home dashboard
- Visitor Management Integration — full visitor management configuration guide