Events

👋 Welcome to HqO Events

HqO Events helps property teams deliver seamless, engaging, and memorable experiences for tenants. Whether you're hosting a community lunch, running a building-wide wellness day, or offering appointment-style classes, the platform makes it simple to plan, promote, manage, and measure events — all in one place. To learn more read below or watch here 🎥 Video Tutorials

💡Why Events Matter — and How HqO Powers Them

Events play a powerful role in building community, creating connection, and shaping how tenants feel about where they work and gather. HqO Events helps you bring those experiences to life.

Power experiences tenants love
From yoga classes to wellness appointments to seasonal celebrations, HqO helps you offer the programming that keeps tenants engaged.

Make registration seamless
Clear event details, simple RSVPs, automated reminders, and QR check-in create a smooth, professional experience.

Support any event format
Run single-session gatherings or full days of scheduled sessions — no external tools or manual coordination required.

Reduce operational lift
Capacity limits, waitlists, automated notifications, and attendee management eliminate spreadsheets and repetitive tasks.

Understand what works
Attendance and engagement reporting helps you measure impact and refine your programming over time.

✨ Event Capabilities Overview

🛠 Creating an Event

Below are the essential steps to create any event in HqO. For deeper explanations and best practices, see the Deep Dives section below.

1. Add Event Details

1. Go to Events in HqO Admin.

2. Click Create Event.

3. Enter the event’s:

   • Title

   • Subtitle (optional)

   • Image + alt text

   • Description

4. Add the Location.

5. Set the CTA Button Text (e.g., “Register,” “Join Us”).

2. Set the Event Date & Type

1. Select the Event Date.

2. Choose Single Session or Multi Session.

2A. Configure a Single Session Event

1. Set Start Time and End Time.

2. Add Capacity (optional).

3. Enable Waitlist (optional).

4. Enable Check-In (optional).

2B. Configure a Multi-Session Event

1. Set the overall event time range.

2. Choose Session Duration (e.g., 30, 45, 60 minutes).

3. Add Buffer Time (optional).

4. Review the generated time slots.

5. Set Capacity per Session.

6. Enable:

   • Waitlist per session (optional)

   • Check-in per session (optional)

7. Add Fees (optional; requires Stripe).

5. Add Additional Details (Optional)

• Host name

• Admin notification email

• Directions or special notes

Click Next.

6. Publish & Open Registration

1. Choose whether to Publish Now or Schedule for Later.

2. (Optional) Set when registration opens if you want the event visible before users can RSVP.

   • Example: Publish today, open registration next Monday at 9 AM.

3. (Optional) Set the cancellation window so users know how far in advance they can cancel.

4. Select your Audience to control who can view and register for the event.

5. (Optional) Add a Push Notification to promote the event to tenants.

6. Click Create

👩‍💻 Managing an Event

Adding or Editing Attendees

You can manage attendee registrations directly from the Attendees tab, including adding new users, updating statuses, and adjusting session assignments.

• Add an attendee:

  • Click Add Attendee, select the user, choose a session time (for multi-session events), select Registered or Waitlisted, choose whether to notify them, and click Add.

• Update an attendee’s status:

  • Mark as Checked-In

  • Mark as Registered

  • Mark as Waitlisted

  • Mark as Cancelled

• Move an attendee to a different session (multi-session):

  • Cancel their original registration

  • Use Add Attendee to register them for the new session

• Remove someone from a waitlist:

  • Update their status to Cancelled or Registered, depending on the situation

⬆️ Promoting Waitlisted Users

1. Go to Attendees.

2. Find a waitlisted user.

3. Update the user’s status from waitlisted > registered.

4. Select whether payment is waived of mark as paid (if applicable).

Understanding Waitlists

• Users join the waitlist once capacity is reached.

• When a spot opens, the next user receives an invite.

• Admins can promote users manually at any time.

• Expiration windows ensure unused spots free up quickly.

• Users can leave the waitlist at any time.

Checking In Attendees

1. Open the event.

2. Click Scan to Check-In.

3. Allow camera access.

4. Scan QR codes from the app or emails.

Best Practices

• Use host-only check-in for full control or self check-in for simple events.

• Open check-in 5–10 minutes before each session for multi-session events.

• Use an external USB camera for the fastest scanning.

  • Compatible Devices

    • ✅ Any mobile/tablet with camera

    • ✅ Computer webcam

    • ✅ External USB camera (Recommended Option)

• Have multiple devices available for large events.

• Test scanning ahead of time to catch lighting or connectivity issues

📈 Monitoring Attendance (Live)

In Reports, view:

• Current check-ins

• Expected attendees

• No-shows

• Session performance (multi-session)

📊 Reviewing Event Performance (Post-Event)

Reports include:

• Registrants

• Check-ins

• No-shows

• Revenue (paid events)

• CSV export

📬 Automated Notifications

🎥 Video Tutorials

• Maximizing Events with HqO ›

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

• Configuring Waitlist ›

• Multi Session Events & Adding Attendees

❓Need Help?

Your HqO Account Team is here to support you.
Or contact appsupport@hqo.co anytime.

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.