Resource Booking Notifications

HqO automatically sends notifications for resource bookings — via email and, for select real-time events, push notifications to the HqO mobile app — including confirmations, requests, reminders, updates, and cancellations. Customize the branding of email notifications with your logo and colors, ensuring a consistent, professional tenant experience that reinforces your property’s identity at every touchpoint.

Automated Notifications:

HqO Resource Booking will send you and your tenants automated notifications — by email, and by push for select events — at various stages of the booking process. The table below lists each notification, its recipient, and whether a push notification is also sent in addition to email. The Email Content column reflects the full email template; push notifications are shorter, showing an abbreviated title and message rather than the full content listed.

Notification	Event	Recipient	Push?	Email Content
Booking Auto-Confirmed	Resource with automatic confirmation is booked	Tenant	No	Booking date, time, & amenities Resource name, description, & address Payment details if paid Copy of T&C
Booking Request Approved	Admin approves a pending booking request	Tenant	Yes	Booking date, time, & amenities Resource name, description, & address Payment details if paid Copy of T&C
Booking Requested	Tenant requests a booking	Admin	No	Booking date & time Resource name, description, & address
Booking Requested	Tenant requests a booking	Tenant	No	Booking request notification Confirmation of T&C acceptance
Booking Denied	Admin denies a pending booking request	Tenant	Yes	Resource name Booking requested date Admin email to contact with questions
Booking Cancelled	Tenant cancels their booking	Tenant	No	Booking date & time Resource name, description, & address
Booking Cancelled	Tenant cancels their booking	Admin	No	Tenant name Booking date & time Resource name, description, & address
Booking Cancelled by Admin	Admin cancels a tenant’s booking	Tenant	Yes	Booking date & time Resource name, description, & address
Booking Date/Time Changed	Admin changes the date or time of a booking	Tenant	Yes	Updated booking date & time Resource name
Booking Date/Time Changed	Tenant changes the date or time of their booking	Admin	Yes	Updated booking date & time Resource name Tenant name
Check-In Notification	Resource requires check-in (pre- and post-start reminders)	Tenant	Yes	Check-in button Booking date & time Resource name, description, & address

To turn off automated email notifications, take the following steps:

Go to the resource booking home page
Select the settings gear icon
Open the HqO integration
Check “do not send HqO booking email notifications”
Click “Save”

Email Branding:

Branding your resource booking emails ensures a seamless and professional tenant experience. Instead of receiving generic notifications, tenants see your property’s name, logo, and colors — reinforcing trust, consistency, and brand recognition at every touchpoint. This small detail helps elevate your building’s identity and creates a more polished, tenant-focused experience.

How to Customize Branding

Go to Admin Settings
- From the HqO Admin resource booking dashboard, navigate to Settings.
Open the Branding Section
- Under HqO integration settings, select Email Templates.
Upload Your Logo
- Click Upload Logo and select a high-resolution version of your property or company logo.
- Preview to ensure it displays correctly.
Set Brand Colors
- Choose your primary and secondary colors.
- These will appear in the header, buttons, and highlights of the email.
Set Your Send-From & Reply-To
- If you have a domain saved on the platform, set your send-from using your domain.
- Set the reply-to address where tenants can send their responses. This can be anything and doesn’t require you to have a domain saved.
Save Your Changes
- Click Save to apply updates.
- All future resource booking confirmations, reminders, and cancellations will automatically reflect your branding.