HqO Visitor Management - Overview

Visitor Management Homepage

The functionalities that are outlined below will only be displayed to your user if you have been assigned the proper HqO role.

For Tenant Administrators

Depending on your role you will have access to a variety of functionalities within HqO visitor registration. Below is an overview of all of the features available to tenants.

Registering a Visitor

1. Access the System:

   • Log into the HqO platform via gohqo.com, selecting the appropriate building if necessary.

     • Go to the 'Visitor' tab in the left hand navigation

   • You may also submit a visitor from your HqO app by selecting the ‘Visitor Registration’ tile

     • All visitors submitted in the app will display in the web and vice-versa

2. Submit Visitor Details:

   • Select 'Create new visit' in the top right of the visitors home page

   • Enter all required information, including visitor's name, contact details, date and time of visit.

     • Start typing in the email field to trigger type-ahead, this will allow you to quickly search for and select known visitors

     • You can submit visits for more than one day by clicking on a date in the future, and then up to 25 dates after that

   • If HqO is connected to your access control system you will be able to choose settings such as 'Bypass Desk' or 'Stop at Desk' based on the visitor’s clearance.

     • Bypass desk will activate the user credential and allow them to scan it at an authentication point they are authorized for

     • Stop at desk will inform the user in an email notification that they must stop at the guard desk to have their badge activated

All new visits will default to business hours of the current day. All visits will have a start time of the nearest 15 minute interval in the past.

Bulk Actions

• CSV upload a Visitor List

  • After clicking ‘Add Visitor’ you will see an option to download a visitor upload CSV template and an upload button in the top right

  • Follow the templates format to up to 50 visitors at once for a standard visit time(s) and day(s)

Managing Visitor Status

• Cancelling a visit

  • If your visitor will not be arriving on site it’s recommended you cancel the visit to inform building staff

    • If HqO is connected to the building access control system, this action will also remove their temporary building access

  • You can cancel a visit by changing their ‘Status’ to ‘Cancelled’

• Checking out a visitor

  • It’s recommended you check out your visitor when they leave the property

    • If HqO is connected to the building access control system, this action will also remove their temporary building access

  • You can check a visitor out by changing their ‘Status’ to ‘Checked-out’

Managing Visits

• View Upcoming Visits:

  • Check your dashboard for a list of scheduled visitors.

  • Use filters to sort by Host or Status.

  • Search for visitors by name or email

• Edit Upcoming Visits

  • Find your visitor

  • Select ‘Edit’ from the ‘More’ drop-down on the right hand side of the record

  • From here you can the date or time of the visit

For Property Team Admins

Depending on your role you will have access to a variety of functionalities within HqO visitor registration. Below is an overview of all of the capabilities that are available for property team admins.

Comprehensive Oversight

• Manage All Visitor Logs:

  • Access full visitor logs of all visitors across properties through the admin dashboard.

  • Use filters to manage and review entries based on specific data points like date, visitor status, or host details.

  • Submit visitors on behalf of any HqO user at your property

• System Configurations:

  • Adjust global settings such as default visitor permissions, reminder notifications settings, and anonymous visit options from the settings wheel next to ‘Visitor Management’

For Guards

As a building guard you are able to view all of the upcoming and previous visitors for your assigned building. You are also able to manage a visitors status, notify hosts of visitor arrival, and print access badges should HqO integrate with your access control system.

Badge Activation and Printing

1. Verify Visitor:

   • At the visitor’s arrival, confirm their identity and scheduled appointment via the HqO terminal.

   • After identity verification please mark the visitor as ‘Check-in’ from the ‘Status’ drop-down

2. Activate and Print Badge:

   • If HqO is connected to your access control system you will see additional options regarding their visitor badge

     • If they already have an active badge as indicated by the ‘Activated’ tag on the visitor record, please guide them to the authentication point to scan the QR code sent to them via email

       • If the user prefers a printed badge, please print them a badge

     • If the user does not have an active badge, please proceed to the next activate the visitor’s badge within the system by clicking the ‘Activate’ button on the visitor record

     • Use the connected printer to issue a physical badge.

Entry Monitoring

• Check Authentications and Denials:

  • Monitor real-time authentications at entry turnstiles in your access control system

  • Manually assist visitors who face issues with QR by printing them a badge

Status Key - Access Control Integrations

• Cancelling a visit will remove the associated visitor record from the access control system

• Checking out a visitor will remove the associated visitor record from the access control system

• All visitor records will be removed from the access control system after their visit