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Notifications

Notifications

HqO Visitor Management notifications deliver branded email and text communications that set expectations for guests and keep hosts informed throughout the visit lifecycle.

How notifications work

Notifications are sent to two audiences: visitors receive invitations, modifications, cancellations, and reminders, while hosts receive confirmations and status updates. Each message is delivered by email, text, or both, and adapts to the visit's configuration.

Key capabilities include:

  • Branded email invitations with complete visit details and host information.
  • Customizable host notes that guide the visitor experience.
  • Automatic translation to the building's primary language.
  • Visual indicators that highlight changes to visit details.

Visitor notifications

These messages are sent to the guest before and during their visit.

NotificationTriggerChannelsDetailsVisitor InvitationHost invites a visitorEmail and textIncludes visit details, host information, and customizable host notes. Adapts to the four access configurations below.Visitor Invitation ModifiedHost edits the date or time of a visitEmailShows clear visual indicators of the changed details. Separate formats exist for single-day and multi-day visits.Visitor Invitation CancelledHost or building cancels the visitEmailNotifies the visitor that the visit is cancelled.Visitor ReminderDay of the visitEmailIncludes the QR code for that day. Sent at 8am, unless the visit starts earlier, in which case it is sent 1 hour before the start time.

The Visitor Invitation adapts to four access configurations:

ConfigurationQR codeFront deskWith QR, bypass front deskIncludedBypassedWith QR, check-in at front deskIncludedCheck-in requiredNo QR, bypass front deskNot includedBypassedNo QR, check-in at front deskNot includedCheck-in required

A separate invitation format is available for multi-day visits.

Host notifications

These messages keep the host informed about their guest's status.

NotificationTriggerChannelsVisitor Invitation ConfirmationVisitor receives the invitationEmail and textVisitor Checked-InA building guard checks in the visitor, or the visitor bypasses the desk and scans their QR codeEmail and textVisitor Invitation CancelledThe visit is cancelledEmail and textDay Pass RequestAn employee requests a day pass from the buildingEmailDay Pass DeniedThe host denies a visitor passEmail

Roles

RoleResponsibilityVisitorReceives invitations, modifications, cancellations, and reminders.HostThe employee inviting the visitor. Receives confirmations and check-in notifications.Building GuardChecks in the visitor and notifies the host.EmployeeCan request day passes from the building.

Configurable options

When setting up notifications, you can control how each invitation is delivered:

  • QR code: Choose whether the invitation includes a QR code.
  • Check-in method: Choose whether the visitor bypasses the front desk or checks in at the desk.
  • Visit duration: Support single-day or multi-day visits.
  • Custom notes: Add host notes to guide the visitor experience.
  • Language: Notifications are automatically translated to the building's primary language.

The Visitor Reminder is sent at 8am on the day of the visit. If the visit starts before 8am, the reminder is sent 1 hour before the start time instead.

To configure these options, return to Visitor Management.