HqO Events: Overview & Setup Guide

HqO Events helps you deliver seamless, engaging in-person experiences powered by digital tools. Whether you’re organizing a happy hour, a tenant appreciation lunch, or a paid workshop, HqO makes it easy to bring your community together — and track impact every step of the way.

✨ What’s New in 2025

Boost attendance, streamline management, and deliver a better event experience — for both admins and attendees.

• Smarter Waitlists
  Auto-queue when full, user notifications, RSVP time limits (customizable), and manual overrides.

• Ticketing & Check-In
  Each registered user gets a unique QR code ticket. Supports multiple check-in methods (self, host, manual) and lets you control how early attendees can check in.

• Automated Notifications
  Confirmations, reminders, cancellations, and waitlist updates — all triggered automatically based on user actions.

• New Admin Tools
  Manage everything in one place: promote waitlisted users, cancel registrations, issue refunds, and track real-time attendance.

• Updated Attendee Experience
  Sleek new registration screens, improved map view, and one-tap “Add to Calendar” integration.

Read below to learn more or watch here: 🎥 Video Tutorials

🛠 Creating Events in HqO

📝 1. Set Event Details

Lay the foundation for your event:

• Title, Subtitle & Image: First impressions matter — this is what users see first.

• Event Time vs. Registration Time: Set when the event takes place and when users can RSVP.

• Description & Host (Optional): Provide context and highlight a host, if applicable.

• Location & CTA Button Text: Tell users where to go and what action to take.

📋 2. Configure Registration

Define how users RSVP and attend:

• Fees: Add a price for attendance.
  (Note: Paid events require Stripe integration. Contact your account team to enable this.)

• Capacity: Set a limit. Once reached, waitlisting activates automatically.

• Waitlist: Let users queue for a spot once the event is full.
  → More on Waitlist ›

• Check-In Settings: Choose your check-in method and how early users can check in.
  → More on Check-In ›

Automated Notifications

HqO automatically sends email reminders and confirmations based on user actions and event settings. Here’s what your attendees can expect:

🚀 3. Publish & Promote

• Publish Date: Decide when the event appears in the HqO app.

• Audience: Choose who can view the event.

• Push Notifications: Optionally send alerts to drive awareness and RSVPs.

⏲️ Waitlist Setup & Best Practices

Keep your events full with a smart, flexible waitlist system.

Setup

1. Go to your event in HqO Admin

2. In Step 2: Configure Registration, set a Capacity

3. Toggle Waitlist On

4. Set an Expiration Window (optional)
   → Defaults to 24 hours, but you can customize this

What Users Experience

• When an event is full, users can tap “Join Waitlist”

• They’ll be notified if a spot opens

• They must RSVP within the set timeframe to claim the spot

Admin Controls

From the Attendees tab, you can:

• Promote users manually

• Waive or require payment

• Remove users from the list

• Adjust the RSVP window for openings

Tips

• Shorten the RSVP window for last-minute events

• Check the waitlist regularly as your event approaches

• Communicate that the waitlist is available and how it works

🎟 Check-In Setup & Best Practices

Setup in HqO Admin

• Go to Edit Event > Check-In Settings

• Choose a mode:

  • Host Check-In Only: Hosts control entry

  • Host & Attendee Check-In: Both can check in

• Set check-in window (default: 15 minutes before)

Compatible Devices

• ✅ Any mobile/tablet with camera

• ✅ Computer webcam

• ✅ External USB camera (Recommended Option)

To Start Scanning

• Log in at gohqo.co

• Open the event

• Tap the scan icon in the attendee search bar

• Accept camera permissions and begin scanning from:

  • Confirmation email (QR)

  • HqO app

Pro Tips

• Test setup early

• Keep a backup device on hand

• Use multiple check-in stations for large events

👩‍💻 Managing Your Event

Performance Tracking

From the Reports tab:

• Countdown timer to event start

• Revenue tracker (for paid events)

• Registrant and cancellation lists

• Filters: Name, company, building, timestamp

• Manual registration cancellation option

Host Tools & Controls

• Adjust attendee statuses (registered, attended, cancelled)

• Manage payments/refunds for Stripe via event reports

• Promote waitlisted users, optionally waive payment

• Check-in via scan or manual

• Monitor real-time attendance

• Export attendee data and event history

🎥 Video Tutorials

• Maximizing Events with HqO ›

• How to Enable and Manage Tickets & Check-In ›

• Configuring Waitlist ›

❓Need Help?

Reach out to your HqO account team or contact appsupport@hqo.co.