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.

Property teams have asked for clearer rules around late cancellations, a way to let tenants book shared spaces without an app, and support for event and meeting spaces managed in specialized systems like Tripleseat. This release closes those gaps directly in Resource Booking, adding cancellation policies, a walk-up kiosk mode, and a live Tripleseat integration — extending the booking lifecycle rather than expanding its scope.

Cancellation policies

Property teams can now define exactly how tenants are allowed to cancel a booking, and what happens when they cancel late.

• Configurable window: Set a cutoff — in minutes, hours, or days — after which a cancellation counts as late
• Enforcement: Let tenants cancel late with an optional refund percentage, or disable late cancellation entirely
• Post-start cancellations: Optionally let tenants cancel even after a booking has already begun
• Communication: Add a custom message explaining the policy or next steps for tenants whose cancellation is blocked

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Walk-up kiosks

Resource Booking Kiosk turns any tablet into a walk-up booking station, with no app download or login required.

• Display options: Show a single bookable space, or group several together as a collection for tenants to browse
• Visual control: Choose whether to show booker names, company names, or a QR code
• User identification: Require tenants to identify themselves before booking, or attribute walk-up bookings to a kiosk account
• Hardware support: Runs on iPad and Android tablets

Tripleseat integration

Events booked in Tripleseat now automatically block the corresponding time in HqO, bringing Tripleseat-managed event spaces into Resource Booking.

• Real-time sync: Availability updates automatically across both platforms
• Workflow: Tenants browse and check availability in HqO, then complete their booking through the building's existing Tripleseat lead form
• Kiosk compatibility: Tripleseat resources can be viewed, read-only, on a Resource Booking Kiosk
• Automatic import: All imported Tripleseat spaces stay in sync without manual setup

Property teams are constantly balancing tenant perks, white-glove service requests, and the reporting needed to prove it's all paying off. This release gives you more room to do all three: a new credits system for Resource Booking, flexible paid bookings from Admin, feature-specific Intelligence dashboards, and a set of improvements to the Tenant Web App.

Turn amenities into tenant perks with Credits

Landlords can now assign credits for booking shared resources like meeting rooms and amenities, making it easier to build stronger tenant relationships and encourage better use of shared space. Credits can be built into a lease, offered as a standalone perk, or used to keep access fair across tenants.

• Assign credits to everyone at a tenant, or target specific users or roles
• Allocate credits across all resources, or limit them to specific spaces
• Configure recurring credits with customizable schedules and rollover rules
• Support fixed-rate, block, or tiered pricing
• Monitor allocations, transactions, active users, and redemption patterns with detailed reporting
• Give end users real-time visibility into their credit balance, with the choice of credits or standard payment at checkout

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Book paid resources on tenants' behalf, without card-only limits

Property and hospitality teams can now book paid resources for tenants directly from Admin without being restricted to card payment at time of booking, so you can deliver concierge-level service while keeping billing, cost tracking, and financial controls accurate.

• Book paid resources on behalf of tenants directly from Admin
• Choose from payment methods based on building, tenant, and user configuration
• Pay with tenant credits, validated against real-time balances
• Record invoice-billed transactions for reconciliation
• Waive payment entirely for VIP bookings, promotions, or service recovery

See deeper into Access and Content performance with Feature Dashboards

Intelligence now includes feature-specific dashboards that go beyond surface-level metrics, starting with Access utilization and Content performance, so you can understand what's actually driving on-site presence and engagement.

The Access dashboard digs into building utilization using access scan data, with initial support for Lenel NetBox (ACS) and HID Origo BLE — Lenel covers both physical badge and wallet scans, while Origo BLE captures mobile credential scans provisioned through HqO. The Content dashboard shows which content types, events, and communications drive the most tenant engagement, so you can focus on what performs best.

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A more configurable, polished Tenant Web App

A set of targeted improvements makes the web app easier to brand and easier for tenants to navigate:

• Configure utility buttons as link-out icons, and hide mobile-only utility buttons from the web view
• Support "Content 2" as a secondary content feed
• Share direct URLs to Content and Event pages
• Manage the Hero image separately from the mobile app in Themes
• Add rich text formatting to building descriptions on the About page
• Add a file repository to the About page, with control over which files publish to the web app

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Booking a room shouldn't mean juggling two separate systems, and registering a guest shouldn't feel different on a phone than it does at a desk. This month's release closes both gaps: visitor registration gets a modern, mobile-optimized redesign, the new Admin Navigation moves into a wider beta, and Resource Booking picks up several practical controls that give property teams more flexibility day to day.

A modern visitor registration experience

We've rebuilt the tenant visitor registration flow with a refreshed, mobile-optimized interface so scheduling a guest feels effortless whether you're at your desk or on the go. Consistent visit cards now appear across both mobile and web, navigation is more streamlined, and the responsive design adapts cleanly to any device. The result is a registration flow with less friction for the tenant users who manage guests every day.

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New Admin Navigation expands to beta

Following its initial release in December, the redesigned HqO Admin Navigation began rolling out in beta to select customers this month. It brings every stage of the property lifecycle into one unified, intuitive platform, so property teams can manage portfolios, engage tenants, and run operations without switching contexts. The navigation is built around each user persona, so asset managers, building operators, and every other role see exactly what they need, when they need it.

More control over Resource Booking

Several practical Resource Booking enhancements are now live, giving property teams more say over how amenities are managed and accessed:

• Add a guest with native visitor registration — properties running both Resource Booking and Visitor Registration can now add external guests directly to any booking. Guests get instant visitor invitations, and admins get full visibility into guest activity.
• Customize check-in timing — configure exactly when tenants can check in for a booking, whether that's 60 minutes before, 30 minutes before, or any window that fits your property's needs, so resources get used as intended.
• Customize resource address — assign a custom address to individual resources, ideal for campuses and multi-building environments where tenants and guests need to find the right place every time.

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Resource Booking has always made it easy to reserve shared spaces, from conference rooms to fitness studios to lab equipment. But properties offering spaces of different sizes have had to choose between over-allocating space or forcing tenants to book multiple rooms manually, and as portfolios grow, long unsorted lists of resources make it harder for tenants to find what they need. This release adds two capabilities that tie together intelligence, engagement, and operations so property teams can maximize utilization while keeping booking frictionless: Combined Resources and Collections.

Combined Resources

You can now merge individual resources into infinite combinations, unlocking dynamic room configurations while simplifying backend management. Instead of over-allocating space or making tenants book multiple rooms, you give them right-sized options while the platform automatically manages availability and eliminates double-bookings.

• Dynamic configurations give tenants flexible, right-sized options while properties maximize utilization and eliminate booking conflicts.
• Simplified management lets you copy settings from existing spaces for fast setup, then adjust pricing, rules, or details for each configuration as needed.
• Automatic availability logic manages conflicts in real time, with no manual intervention required.

This is built for flex office and coworking spaces that need maximum flexibility throughout the day — a small room used for a morning standup can become part of a larger combined space for an afternoon workshop, then split back into individual rooms for evening focus work. It also suits premium amenity spaces, where a lounge can operate as three separate spaces during business hours, combine for after-work networking, or transform into a full-floor venue for tenant events, with pricing tiers applied automatically.

Collections

Collections let you organize resources — collaboration spaces, wellness amenities, gym spots, lab equipment — into intuitive categories that spotlight your best amenities and make them easier for tenants to discover and book. As portfolios scale and resource types multiply, tenants no longer have to scroll through long mixed lists of conference rooms, fitness studios, and lab equipment with no way to filter by type or use case.

• Create and manage collections by grouping resources by type, use case, or property strategy.
• Display and filter by collections with utility buttons on mobile and filterable views on web, giving tenants faster access to the right spaces.
• Reorder resources within a collection from the admin calendar view — updates reflect instantly for tenants on mobile and web.

Properties with lab equipment, collaboration rooms, and event spaces can separate lab reservations from traditional conferencing, streamlining booking for specialized tenants. Properties offering both meeting rooms and fitness amenities can organize bookings by type, making it easier for tenants to find gym spots without scrolling past unrelated conference rooms.

Together, Combined Resources and Collections turn shared spaces into strategic assets — helping property teams maximize utilization, add flexibility, and deliver the seamless experience tenants expect, without the integration headaches of a standalone booking platform.

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Commercial real estate is being won by the assets that understand and serve the people in them, not just the square footage they manage. Too often, though, the systems that hold tenant relationships, performance data, and day-to-day operations live apart from each other, making it hard to see the full picture of a property or a portfolio. This release moves HqO further toward being the CRM for CRE: a single platform where relationship intelligence, engagement, and operations connect, so every property and portfolio can close the gap between managing buildings and managing experiences.

The CRM for CRE

HqO now gives owners, operators, and asset managers a unified system for managing relationships, not just the buildings they sit in. A centralized relationship intelligence layer acts as a single source of truth for tenants, vendors, and deals, while real-time tenant health surfaces renewal risk early enough to act on with context. AI-powered insights learn from every service ticket, event, and survey, and workflow automation turns everyday interactions into structured, trackable engagement data rather than one-off tasks.

Portfolio intelligence, unified

Portfolio Analytics Dashboards now bring all of your property and tenant data into Intelligence, in one place, so asset managers can make faster, better-informed decisions instead of stitching together reports. The dashboards include portfolio-wide engagement funnel metrics covering reach, awareness, utilization, engagement, and sentiment; an AI-powered chat for instant answers; and benchmarking and Occupier Insights for comparing assets across the market.

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A stronger Events platform

Building teams can now plan, promote, and manage events entirely within HqO, from tenant socials to wellness classes. Waitlists and check-in are QR-based, with automated capacity management so teams aren't tracking headcounts by hand. Smart notifications keep attendees informed without extra manual work, and built-in event analytics track attendance and ROI to help teams optimize future programming.

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A new tenant web experience

The Tenant Web App has been rebuilt to bring the full HqO experience to desktop, fast, familiar, and branded to match your property. Smarter navigation and a My Feed view surface building updates, events, and content at a glance, while role-aware layouts personalize what each user sees. Policies, waivers, and building information are now centralized in one place, and branding stays consistent across web and mobile.

Vendor and loading dock management

Operational excellence depends on knowing who is coming and going. A centralized vendor directory now tracks Certificate of Insurance (COI) status, vendor type, and activity, with automated compliance checks that keep insurance valid and liability low. Loading dock check-ins are streamlined with license plate scanning, driver ID verification, and digital delivery tracking.

Resource collections

Experience Managers can now group related amenities and bookable spaces into themed Resource Collections, making it easier for tenants to find and reserve what they need. For example, a Lab & Life Sciences collection can group microscopes, lab rooms, and collaboration spaces together, while a Wellness & Gym collection can separate fitness amenities from conference rooms to streamline booking for both.

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Every tenant interaction — from move-in to day-to-day engagement — shapes how your property is experienced, but that history is often scattered across systems and inboxes. This month we're laying the foundation for a connected tenant lifecycle inside HqO, starting with a new home for tenant relationships and previewing onboarding, engagement, and booking tools arriving over the next two months.

Tenant Company page: one place for every tenant relationship

The Tenant Company page is available now, giving property and asset teams a clear, connected view of each tenant in a single place. Instead of piecing together lease details, contacts, and activity from separate tools, your team can see the full relationship at a glance — supporting smarter decisions and more personalized service across the portfolio.

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Tenant Onboarding: make a great first impression

Launching in May 2025, Tenant Onboarding gives new tenants a guided, seamless introduction to your building the moment they move in. Through the HqO platform, tenant contacts can confirm company details, add key users, and opt into the tools and amenities available to them — making it easy for your team to get every new tenant up and running quickly, and setting the tone for a strong ongoing relationship.

User Management & Profiles: turn access into insight

Also launching in May 2025, User Profiles give property teams deeper insight into individual tenant users, helping you deliver more thoughtful, hospitality-driven service. Recognize VIPs, understand preferences, and respond to issues more personally — like offering a food discount to a tenant locked out during lunch — turning everyday operational moments into opportunities to build the relationship.

Discounts: keep tenants engaged with thoughtful perks

Rounding out May's launches, HqO Discounts let you deliver meaningful perks to tenants and their employees, from one-time gestures to scalable programs. Configure discounts by timeframe, tenant, or resource — whether that's a one-time event discount for a VIP after a service hiccup, or an overflow desk discount when a tenant's team needs extra workspace on a high-traffic day.

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Account-Based Booking: reserve spaces with the ease of company billing

Coming in June 2025, Account-Based Booking lets tenants reserve spaces like meeting rooms or desks directly on their company's account, without paying individually at the time of booking. It's a smoother, more professional experience for users, and gives your team a clear view of usage for streamlined billing and reporting — closing the loop between space utilization and stronger tenant relationships.

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Running a growing portfolio means keeping property data organized while still delivering a great guest experience — and pricing your spaces the right way. This release makes both easier. We're rolling out a centralized way to manage your buildings and finer control over visitor scheduling, plus previewing new pricing and access tools for Resource Booking that help you fill space and strengthen tenant relationships.

Building Management

Your building portfolio now has a single home. Building Management gives you an organized view of every property, with advanced search that makes finding and accessing building details fast and intuitive — so you can stay on top of portfolio data without piecing it together across disconnected screens. Each property also gets its own Building Overview page: a dedicated view of key details with intuitive navigation and quick-edit functionality, so you can update building information directly and keep your data accurate.

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Custom notes for seamless visitor check-ins

Landlords now have more control over how tenants schedule visitor invitations. Advanced Visitor Invitation Settings let you set the default duration for a visitor invite and cap how far in advance tenants can schedule one, keeping scheduling aligned with your building's business hours and operational policies. The result: secure, predictable visitor scheduling and a smoother check-in experience for guests.

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Coming soon: discounts and flexible pricing for Resource Booking

Coming soon, property teams get more ways to price and promote bookable spaces. Discounts let you set percentage-based rates for select tenants, time-based windows, or key tenant groups, with full control over the discount percentage, duration, and eligibility — a tailored, hospitable way to keep spaces booked. Alongside that, Flexible Pricing adds fixed rates (per hour or per day), block pricing for half- and full-day reservations, and tiered pricing that pairs a base rate with a lower rate for additional hours. Tenants see a clear price breakdown before checkout, and property teams get smarter tools to maximize demand and space utilization.

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Coming soon: Tenant Offboarding

Also on the way: Tenant Offboarding gives property teams a structured way to offboard tenants directly in the platform when they vacate a building. It lets landlords manage this core process themselves, ensuring the right users retain access during the transition and that tenant data is properly archived or transferred once the tenant is gone.

Coming soon: access control for Resource Booking with OpenPath

Finally, we're integrating OpenPath's access management system with Resource Booking. Once live, booked resources will link directly to OpenPath Access Levels, so users can unlock and enter their reserved space automatically during the booking window — no manual intervention required, for a frictionless booking experience.

Onboarding a new teammate, finding an open room, and coordinating a visitor's arrival should all be quick — but small friction points add up fast for admins and tenants alike. This release cuts that friction in three places: a simpler way to invite users, a faster path to booking resources, and better context for building staff handling visitors. We're also giving a preview of what's landing in our next mobile app release.

New user invite flow

Onboarding new users is now faster for tenant and landlord admins. The new invite flow offers a streamlined, intuitive process for inviting people to the platform and assigning them the right access and permissions from the start.

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Skip straight to the resource list

Booking a resource now takes fewer clicks. Users land directly on the resource list instead of a filter screen first, so finding and reserving a space is quicker by default. Filters are still there to refine a search, and a "My Bookings" button gives one-tap access to upcoming reservations.

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Custom notes for visitor check-ins

Visitor hosts can now attach custom notes to a visit, giving building staff the special instructions they need to handle a guest's arrival smoothly. It's a small addition that closes a real coordination gap between hosts and the front desk.

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Coming soon

Three more updates are on the way with our next mobile app release:

Android support for SwiftConnect with the app closed

SwiftConnect NFC keys will work on Android even when the app is closed, using background NFC to simplify entry while keeping the same security protocols in place. This is fully compatible with customers already using the SwiftConnect integration, so access stays uninterrupted for users on the go.

Informational emails

Admins will be able to compose and send rich-text emails directly from HqO to keep tenants informed about building updates, upcoming events, and other announcements — all in a branded, professional format.

Improved building management

Managing a portfolio is getting more efficient, with advanced search and a clearer, more organized view for finding and updating building details faster.

Scrolling a long list of conference rooms, desks, and amenities to find the right one is slow, and it only gets harder as portfolios grow. Keeping access reliable across hardware providers and keeping your user base organized add more friction on top. This release tackles all three: a new way to browse and book resources visually, a more dependable access experience on HID and OpenPath, and a faster User Management workflow. These updates are now available to all existing customers.

Map View for resource booking

Resource Booking now includes a Map View, so tenants can find and book resources across your locations using an interactive map instead of scrolling a list. The visual layout of available spaces helps users quickly spot the best option for their needs, making the booking process faster and simpler.

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Faster, easier User Management

We've enhanced User Management with improved filters and pagination, so handling users is faster and simpler. These updates give admins a smoother, more intuitive way to keep user information organized and current as your user base grows.

More reliable access control

We've refreshed the HID experience with a new, unified look and feel for visual and functional consistency. Improved tap detection addresses issues that caused intermittent Tap-to-Unlock failures, and we've optimized the interaction flow for a more seamless, consistent access experience.

OpenPath also gets a UI refresh along with multi-instance support — users can now onboard and use multiple OpenPath instances within the app, moving between different access points without manual configuration changes. OpenPath now supports offline mode too, so users can access secure areas without depending on network connectivity.

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Coming soon

Two features are in the works for next month. An improved Building Management tool will add advanced search and a clearer, more organized view, making it faster to find and update building details across your portfolio. An Access Control Command Center will give tenant and landlord admins deeper visibility into access activity — tenant admins can monitor access to their own leased spaces, while landlord admins see building-wide patterns, with real-time and historical data consolidated into a filterable feed to support security, compliance, and operational oversight.

Front desk teams hosting high-profile guests or coordinating large group visits have had to choose between capturing full contact details for every single person or skipping the system altogether. This release gives Visitor Management two new ways to handle exactly those situations, brings Leesman surveys up to the latest accessibility standard, and previews what's coming next for User Management and Resource Booking. Everything below is available now to all existing customers.

VIP Visitor Support

You can now mark a visitor as VIP, letting administrators manage the visit without collecting contact details. VIP visits stay anonymous from invitation through check-in, adding an extra layer of security and confidentiality for high-profile guests while giving your front desk full visibility into who's arriving and when.

Visitor Groups

Visitor Groups save time when you're hosting more than one guest at once. Create, manage, and invite a group of visitors to a property in a single flow instead of registering each person individually — particularly useful for recurring visits and large events. Administrators keep full control over group details and permissions throughout.

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Leesman survey accessibility updates

Leesman's Occupier surveys now meet the latest WCAG 2.2 standards, which took effect in October 2023. We've rebuilt the design, navigation, and functionality of these surveys so every respondent has a more intuitive, accessible experience from start to finish.

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Coming soon

Look out for two more updates next month. Improved User Management brings better filters and pagination, making it faster to find and manage users as your portfolio grows. And Resource Booking gets a Map View, letting tenants browse and book resources across your locations from an interactive map that visually surfaces the best available spaces.