HqO Visitor Management - Tenant User Guide
Visitor Management Login
Login to tenant portal.
After login, if you are a Host, Coordinator or Administrator you will arrive at Visitor Management
Your Day at a Glance
On the Visitor Management page you will see a snapshot of your Visits for the day.
This includes single Visitors and Visitors within groups.
Total Visits - Displays the number of Visitors you invited for the day, including individuals, and each person in a group, as well as invitations cancelled
Expected - Displays the number of Visitors you invited that have not yet arrived
Checked-in - Displays the number of Visitors that have arrived and checked in
Cancelled - Displays the number of Visitor invitations that have been cancelled for the day
You can review the Visitors invited for the current day in the Visits list.
To view visitors that have checked in go to the Status filter and select Checked-in
Visit list is filtered to only visitors that have checked in
Inviting a New Visitor
Click Create visit button on the top right of the Visitor Management page
To enter a single Visitor, enter the required information on the New Visit page. Fields with the red asterisks are mandatory.
Enter in visitors First name and Last name. It is recommended to include the Visitors email address and mobile number to receive digital invitations
Host will default to your name. If you have Administrator or Coordinator permissions, you will be able to select from and enter various Hosts.
Select the Floor and Suite to reflect the meeting location
Visit Type
Visitor Type, a mandatory filed, has two options: Bypass Desk and Stop at Desk.
Bypass Desk sends Visitors an invitation with a QR code allowing them to go straight to the turnstiles and avoid checking in at the Lobby Desk, this applies to buildings with Podiums or Elevator Lobby Kiosks. The QR code is activated one hour prior to the meeting Start Time.
Stop at Desk sends Visitors an invitation with instructions to go to the Lobby Desk for a pass. Visitors will need to present photo identification to receive a printed pass with an active QR code.
Visit Date and Time
Select the Date for your meeting in the date using the calendar. You can select one or more days
Enter the meeting Start Time and End Time using the time picker or enter in visit time
If your meeting spans multiple days, your visitors will receive new invitations each day. The QR codes in the Visitor invitations and on any printed passes will automatically be activated one hour before the meeting Start Time and expire at the End Time each day.
Max Number of Entries
Max number of entries - Select max number of entries to manage the number of time the visitor may enter the turnstiles
Select 1 entry to allow them to enter in one time
Select multiple entries if you anticipate your Visitor will need to exit the building and return multiple times the day of the meeting
Notifications
Notifications allows you to configure notification preferences and add notes to communicate to the visitor or front desk
Send invite by indicates how the visitor will receive their visitor invitation
This will default based on the visitor contact information that was provided. If phone number is provided then Text message will be checked. If email is provided then email will be checked.
Notes
Add note to visitor - Enter any special instructions for the visitor
Add note to front desk - Enter any special instructions for the front desk reception
Additional Recipients
Add additional recipients - Notify other employees regarding visit registrations
Internal recipients - Select an employee to receive host notifications
External recipients - Enter email for additional recipients to receive host notifications
Click Add visit button at the bottom of the New Visit modal
A pop-up is displayed in the upper right corner confirming the visit was created and the visitor is successfully invited.
If your invitation was issued for the current day, then the visitor’s information will be included in your visitor list.
Current Registered Visitors
To view registered visitors, select the Date Range field in the upper left of the page
Navigate to the date you want to review or click Date Range checkbox and select a range of dates
You will also find visitor counts in the visit status bar updated based on date range selected
The list of Visitors includes important information about each visit including:
Visitor Photo (if provided)
Expected Date & time
End Time
Host
Floor/Suite
Status
On the Visitor Management page you will see a snapshot of your Visits for the timeframe you selected
Total Visits - Displays the number of Visitors you invited for the day, including individuals, and each person in a group, as well as invitations cancelled
Expected - Displays the number of Visitors you invited that have not yet arrived
Checked-in - Displays the number of Visitors that have arrived and checked in
Cancelled - Displays the number of Visitor invitations that have been cancelled for the day
Editing a Visit
You can edit a scheduled visit if details have changed, such as the visitor’s contact information, host, or meeting time.
Navigate to Visits list and click the ellipses … on the visitor you want to edit.
Click Edit
Update the necessary fields (e.g., name, email, phone, date/time, visit type).
Click Update button
What you’ll see:
A confirmation banner that the visit has been updated
Updated details appear in the visit
Visitor will receive an updated email/SMS with their new visit details.
Editing a Visitor
To edit a visitor, click on the visitors name in blue on the Visits list
Alternatively, you can search for the visitor on the Visits tab and click on the visitors name in blue
Edit the visitor’s first or last name by clicking the pencil icon
Update First or Last name
To upload or take a photo, near photo circle, click pencil icon on
Select Take photo to use local webcam to take visitor’s photo
Select Upload photo to use a photo from local storage
Visitor Access History
Review Upcoming or Previous visits
The list includes a snapshot of information about the visit including Host and Date & Time
Returning Visitor
Navigate to the Visitors tab to view Previous Visitors. List includes Visitor:
First Name
Last Name
Email
Phone
Search for a previous visitor
Click visitor’s name in blue to view their profile
Profile includes
First Name
Last Name
Email
Phone
Photo
Upcoming visits
Previous visits
Ability to invite again
Group Registration
Groups allow you to identify the group of visitors in the future and invite them again.
Create group during visit creation
You can create a group when creating a visit. First, complete your visit details and add each visitor’s contact information
When creating a visit with multiple visitors, the “Save as group” option is available in bottom right of the visit form
Select Save as group to enable the Group name field
Enter the group name to identify this group in the future
Complete visit details and click Add visit button to submit group visit
Viewing group visits
If visitors are a part of a group visit the group icon will be visible on the Visits list
Group visit icon
Hover over Group visit icon to see Group name (ex. VIP Client)
Edit group visits
To edit a group visit navigate to Visits list and click the ellipses … on a visitor in the visit group you want to edit
Click Edit group visit option
Modify this visit as needed
Click Update button once visit edits are complete
Cancel group visits
To cancel a group visit navigate to Visits list and click the ellipses … on a visitor in the visit group you want to edit
Click Cancel group visit option
Modify this visit as needed
Click Update button once visit edits are complete. All visitors in the group visit will be cancelled.
Host and visitors receive cancellation emails
Managing groups
To view and manage your groups, navigate to the Groups tab
Create new group
To create a new group click the Create new group button
Create group form will allow you to create a group
On the create group form, enter Group name
Enter in visitors contact information that should be included in the group
Add group members as need by clicking the Add group member button
Once all group members' information is added, click Add group button
Group will be added to the Groups list
Invite group
You can invite a group by:
Visits tab > Create visit > Invite group
Groups tab > Invite group
Invite group on Create visit form
On Visits tab, click Create visit button
On New visit form, click Invite group button
Select Group from dropdown
Visitors are added to the visit
Complete visit details
Click Add visit button to save and invite the group
Find group to invite
On Groups tab, find the group you want to invite
Click Invite group button to invite group
New visitor form will open with Visitors in the group added
Complete visit details
Click Add visit button to save and invite the group
Bulk Registration
Bulk revisit allows you to add multiple visitors at once, each with their own unique details, either by importing a CSV or entering in each visitor and details.
To begin a bulk registration, click the arrow next to the create visit button, then select Bulk visit
On the Bulk visitor invites page you have the option to:
Upload visitors using a spreadsheet
Enter in multiple visitors into bulk invite list each with different visit details
Upload visitors
On Bulk visitor invite page, start by getting the visitor template by clicking Download the visit template
The template will download as a .csv and can be opened in your device’s default program
Do not modify the template’s column titles
The template contains the following columns:
visitor_email
visitor_first_name
visitor_last_name
visitor_phone
arrival_date
arrival_time
departure_time
host_email
visit_type
floor
suite
visitor_entries_count
notification_preference
visitor_note
guard_note
additional_recipients
Enter in your visitor contact information and visit details into the .csv
Save file as .csv
Once you have template ready, click the Upload visitors button
Select your saved .csv