HqO Visitor Management – User Migration Plan
Goal
Ensure every active user in your current visitor system is transitioned to the HqO platform with the correct roles, capabilities, and buildings assignments, to ensure a seamless transition while maintaining continuity access for all users.
Step 1 – Export & Review Current User List
What HqO will do:
Provide you with an template that includes the exact fields needed for migration: First Name, Last Name, Email, Role(s), Building assignments, and Status (active/inactive)
Offer guidance on how to pull this data from your current system if needed.
Your role:
Export the full user list from your current visitor system - this includes both tenant and property team users
Share the file with HqO in CSV or Excel format
Flag any users that are inactive and should not be migrated to HqO platform
What we’ll do together:
Review the exported user list for accuracy and completeness
Identify any missing information or anomalies
Outcome:
A clean, accurate user list ready for role mapping
Step 2 – Identify & Map Roles
What HqO will do:
Analyze your existing roles and permissions
Provide an HqO role guide for comparison
Draft a role mapping matrix showing current system roles → HqO roles
Communicate any gaps between current system roles and HqO roles
Your role:
Share roles and capabilities in your current system
Review and confirm you are aligned with the role mappings matrix
Highlight any exceptions or additional needs
What we will do together:
Review and validate the proposed mapping
Identify any gaps and agree to how we will handle them
Outcome:
A finalized role mapping that ensures all users retain the same level of capabilities in the HqO platform
Step 3 – Identify Existing Users in HqO
What HqO will do:
Compare the exported user list from your current visitor system against your existing HqO user base
Flag users who already exist in HqO and note their current roles
Identify which of those users require additional roles
Create a list of users who do not exist in HqO and need to be created/invited
What we will do together:
Review the comparison results to confirm accuracy
Verify the correct role assignments for existing HqO users
Finalize the list of new users that require invitations
Your role:
Approve the final “Existing vs. New” user list
Agree on the invite date for new users so any customer communications can be sent in advance
Outcome:
A clear, approved list of existing HqO users (with required role updates) and new users to be created, along with an agreed invite schedule.
Step 4 – Clean & Organize User Data
What HqO will do:
Identify duplicate or incomplete user records
Recommend a structure for grouping users based on role mapping
What we will do together:
Review flagged records and decide whether to keep or remove them
Your role:
Approve the cleaned and organized user list
Provide required information for invalid or incomplete data
Outcome:
A verified, organized user list that’s migration-ready.
Step 4 – Migration to HqO
What HqO will do:
Prepare the approved user list to migrate to the HqO platform
For existing users, assign each user the correct role(s) and building access
For new users, invite them to the HqO platform assigned to the correct role(s) and building access
What we will do together:
Monitor migration progress and address any needs
Your role:
Confirm migration go-ahead after final file approval in Step 3.
Outcome:
All users are in HqO platform with correct roles and building access. Existing users will gain any additional capabilities based on new role assignments. New users will receive invite to sign up for the HqO platform.
Step 5 – Validate Access
What HqO will do:
Perform an initial validation of the migration in production and confirm accurate role assignments and user invites
What we will do together:
Validate migration in production and confirm accurate role assignments and user invites
Your role:
Confirm successful migration
Outcome:
Verified roles assignments in the HqO platform for users with capabilities in previous system