Changelog

Walk-up visitors still need staff to get through the door, lobbies rely on printed signs instead of live screens, and resource bookings live in a calendar of their own, disconnected from Outlook. This release closes all three gaps: Visitor Kiosk now handles check-in and host approval without front-desk help, Digital Signage brings published content and events to in-building screens, and Resource Booking syncs bidirectionally with Microsoft 365.

Visitor Kiosk: self-service check-in and host approval

Walk-up visitors can now complete check-in independently, with no staff assistance required.

• Three check-in flows: Visitors check in by scanning their QR code, searching by email or phone, or registering on the spot as a walk-up
• Real-time host approval: Walk-up requests notify the host by email and/or SMS, and the host can approve or deny directly from the notification or the admin portal
• Automatic badge printing: Once approved, a badge prints automatically so the visitor can proceed without further steps
• Full branding control: Customize kiosk colors, logo, background, welcome text, and check-in flow copy per building

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Digital Signage

HqO now integrates with Telecine to display published content and events on in-building screens.

• One publishing flow: Select which buildings should display a piece of content or an event when you publish it, and it appears on-screen automatically
• Centralized signage view: A dedicated Digital Signage page shows what's live now, what's scheduled, and what's available to add
• Building-level control: Turn the integration on or off per organization, and remove any item from screens at any time

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Resource Booking: Outlook calendar integration

Resource Booking now stays in sync with Microsoft 365, so a booking made in either system reflects in both automatically.

• Bidirectional sync: A booking made in HqO or Outlook is reflected in both places automatically
• Flexible calendar mapping: Map each bookable resource to a dedicated, shared, or personal Outlook calendar
• Automatic attribution: Bookings made by users who aren't yet registered in HqO are matched to a company by email domain, so records stay accurate without manual cleanup
• Scoped access: Connect a dedicated service account or limit calendar shares so the integration only touches the resource calendars you intend

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Together, these releases meet people where they already are — on the screens in the lobby, at the kiosk instead of the front desk, and inside the calendar app teams use every day.

Fall is the moment to re-energize tenant communities after the summer slowdown, but a great event calendar only pays off if you can promote it well, run it smoothly on the day, and prove it worked afterward. This release focuses on closing those gaps in Events, from RSVP management through to post-event feedback, so your team can plan, host, and evaluate tenant programming with less manual effort.

Waitlists for fully-booked events

When an event's RSVP cap is reached, tenants can now opt in to a waitlist instead of being turned away outright. If a spot opens up from a late cancellation, waitlisted tenants are automatically notified so they can claim it. This keeps attendance up even with last-minute no-shows, and it makes tenants who don't get in right away still feel seen and included in the event.

To get the most out of this, pair waitlists with targeted promotion across your channels — email, digital signage, building apps, or direct invitations — so tenants know an event exists and how to RSVP. Tailoring the invite list also helps: a networking event may land better with specific companies, while a wellness class can go out building-wide.

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Smoother day-of check-in

On the day of the event, attendees can check in quickly (including on-the-spot registration for anyone who didn't RSVP in advance), and your team can track attendance in real time as it happens. That means fewer bottlenecks at the door and a clearer, up-to-date picture of who actually showed up versus who RSVP'd.

Post-event surveys and attendance reporting

Once an event wraps, you can compare final attendance against RSVPs to understand turnout, and send post-event surveys to find out what resonated and what didn't. Surveys surface whether the event met tenant expectations, which formats drove the most engagement, and what tenants want to see next — insights you can use to prove programming value to stakeholders and sharpen your next event.

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Email is more than a message — it's a moment to build relationships, spark engagement, and extend your building's brand of hospitality. Consistent, targeted communication helps tenants feel informed, appreciated, and engaged, whether they're brand new to the building or your most active anchor tenant. This release focuses on making HqO's email tools easier to use so you can reach the right people with the right message, and we're spotlighting three high-impact strategies to help you boost tenant engagement and make your building feel more connected.

The monthly tenant newsletter

A well-timed newsletter is your building's heartbeat, pulsing out what's happening, what's available, and why tenants should care. From promoting wellness classes and monthly offers to highlighting open flex space, these updates turn everyday touchpoints into opportunities to engage, delight, and drive foot traffic where it counts.

You can now build and send custom emails using our intuitive email editor, and include deep links to in-app events, service bookings, or amenity bookings to drive seamless multi-channel engagement. Customize the "from" and "reply-to" address to match your building's brand, and schedule emails ahead of time to line up with your programming calendar. Turn your newsletter into a monthly habit that drives engagement and makes tenants feel part of the community.

The tenant welcome email

Set the tone for a great experience with a personalized welcome email for new tenant employees. Introduce amenities, perks, and key contacts, and show new arrivals where to go for help or how to download the app. It's one message that helps tenants feel supported from day one, while helping property teams onboard at scale and reduce first-week confusion or missed opportunities.

Welcome emails now support audience targeting by tenant company or user status, customizable templates and branding, embedded deep links to guides and resources, and one-click support-contact or service-request buttons. When communication is proactive, operations run smoother and tenant satisfaction grows.

Service and amenity alerts

Being in the know helps everyone plan their day. Whether it's elevator maintenance or a new amenity launch, proactive communication keeps tenants feeling informed, respected, and in control. These alerts show your team is a step ahead — thoughtful, professional, and tuned in to what tenants need.

You can target alerts by building, tenant, or a custom segment, link directly to app content or FAQs for more detail, and monitor open and click-through rates right in the platform, so your team can deliver timely updates with confidence.

Custom email builder

Marketing and property teams can now create branded, impactful emails and newsletters with a drag-and-drop custom email builder. The simple WYSIWYG interface lets you choose a layout and add images, call-to-action buttons, and attachments to bring your building's story to life. Whether you're welcoming new tenants or promoting this month's events, every message is easy to build and tailored to your property's voice — directing tenants to the information that matters.

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Registering the same visitor over and over, publishing content without a clear sense of what's still missing, and managing users without easy visibility into their accounts all slow admins down. This release focuses on cutting that friction, with a faster way to register repeat and recurring visitors, a clearer content creation flow, and a couple of small but useful additions to user management. We're also previewing two upcoming features for visitor groups and event management.

Visit cloning

Registering recurring or similar visits used to mean re-entering the same details every time. Now you can clone an existing visit in one click. A Clone button in the kebab menu on any visitor record opens a new visit modal pre-filled with the original visitor's name, date and time, bypass/stop flow selections, and other visit details. If the original visit was in the past, we automatically update the date to today and align the time to standard business hours, so it's ready to submit without manual changes. You can still adjust anything in the pre-filled form before submitting.

Building watchlist

For Enterprise customers, HqO now supports a building watchlist. Building administrators can manage the watchlist and get notified when a registered visitor matches a watchlist record. Badge creation is halted for that visitor until the match is resolved, so a watchlist member can't be granted access to the property.

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Day pass

Also for Enterprise customers, Day Pass is now available. Visitors who forgot or lost their badge can request a day pass at the front desk, and building guards can print one on the spot. Tenants can turn this on for all, some, or none of their employees, and can enable or disable the approval request workflow as needed.

Content creation, simplified

Creating content is now easier to get right. A new tab-based UI guides you through the creation flow with clear visibility into which fields still need attention, so nothing gets missed before you publish. Audiences now sync automatically between content and notifications, removing a manual step from your workflow, and a new preview screen lets you review content before it goes live.

Coming soon

Visitor groups. Landlord administrators will be able to enable or disable visitor groups per building. Tenant and landlord admins will be able to filter and view group visits alongside individual ones, invite a whole group of visitors in a single step, remove individual users from a group visit, and create groups in bulk from users with active invitations. A new reusable search dropdown will make it faster to select group members when inviting a visitor group. Visitor groups are also supported in bulk visit creation.

Event management. An upcoming event builder will let attendees register and pay for events directly in the HqO app, with funds deposited to an account of your choice. Advanced reporting will show attendee emails, companies, and registration status for more targeted communication, and push and email notifications will confirm RSVPs and cancellations and remind attendees a day before the event.

Smaller improvements

• Admin: Administrators can now deactivate users directly from the admin dashboard.
• Admin: User administrators can view user email addresses on the User Configuration Page, making it easier to identify and manage users.