Working with Watch Lists

Check out our Best Practices Webinar on Watchlists

 

Creating a Watch List 

To add a watch list: 

 

1. Click , then Watch Lists. 

 

2. Click New List.   

 

Screenshot 2023-11-07 at 9.58.46 AM.png 

 

3. Select the List type (Permit / Deny), enter the Description, and select the Visitor types to which the watchlist applies.

 

4. Select the sites under Assign to sites. This will turn on the watchlist check at the selected sites. 

 

5. Set the Priority for the list, depending on what order you want the system to check the watchlists’ members when somebody signs in.  

 

6. Select desired fields in the Matching Rules section: this determines which fields in a contact's record are considered when identifying them as part of the watchlist. 

 

7. Select which actions are to be performed if a contact on the watchlist signs in: 

 

- stop processing when match found when enabled prevents the platform from searching additional watchlists once a contact meets the requirements of a single watchlist

 

- change the visitor's status to approved or denied (by default, their status is not changed); this does not affect the visitor's ability to enter the site but is recorded in the Status column of the Visitors tab 

 

- assign a tag to the visitor record (this is shown on the Visitors tab) 

 

Screenshot 2023-11-07 at 10.25.16 AM.png 

- send an email notification to the host, users of a particular role and/or to specific email addresses you enter (notification includes the information the visitor entered during sign-in, the name of  the watchlist they matched, and their status, also option to attach detailed results as a PDF.)

 

8. Select when the system will check the visitor's information against the watchlist: check either or both of At the Time of sign in or During pre-registration

 

9. Click Save. The watchlist is shown on the main Watchlist page. 

 

Here is an example of a Permit watchlist email notification: 

 

Screenshot 2023-11-07 at 10.27.54 AM.png 

 

Here is an example of a Deny watchlist email notification: 

Screenshot 2023-11-07 at 10.33.21 AM.png

 

The Watchlist page shows each watchlists’ preview, including its type (permit/deny), status (enabled/disabled), priority, visitor types to which it applies, and the current number of members.

 

Screenshot 2023-11-07 at 10.38.43 AM.png 

 

From the watchlist preview mode, you can: 

  • For environments with multiple sites, click Filters Screenshot 2023-11-07 at 12.39.23 PM.png to locate watchlists by site:

 

Screenshot 2023-11-07 at 10.41.43 AM.png 

  • manage the watchlist’s members (clicking Manage Members)
  • edit a watchlist's configuration (clicking on the ). 
  • delete a watchlist (click on the ).

 

Adding Contacts to a Watchlist  

 

You can add contacts to the Watchlist individually (best for small numbers of members) or through a CSV import. 

 

  • Adding Contacts Individually 

 

1.  Click Manage members from the watchlist preview mode.

 

Screenshot 2023-11-07 at 10.45.45 AM.png

 

2.  Click New Contact. 

 

Screenshot 2023-11-07 at 10.48.02 AM.png

 

3 Enter the contact's information, including notes. 

 

4 Add the Effective date and Expiration date for the watch list record in cases when you want the membership to be restricted for a certain time. When screening, these fields will be taken into account by the system. If the member is active, the actions set for the watchlist will be applied if there is a hit. 

 

 

Screenshot 2023-11-07 at 10.49.13 AM.png 

 

 

5 Click Save. 

 

  • Adding Contacts through CSV upload 

 

If you have a large number of watchlist members to add, you can create a CSV file containing the columns First Name, Last Name, Full Name, Email, Company and Effective Date) and upload it to the Watchlist. 

 

Similar to adding members individually to begin the import Click Manage members from the watchlist preview mode then click the More dropdown menu and Import.

 

Screenshot 2023-10-19 at 9.57.13 AM.png

 

The file can be created manually, or you can download a sample file to populate (click Download Sample File in the bottom right corner of the watchlist import page). 

 

Screenshot 2023-11-07 at 10.53.08 AM.png

 

1. Once the import file has been populated click More and from the dropdown menu, choose Import. 

 

Screenshot 2023-11-07 at 10.56.47 AM.png

 

2. When prompted, click BROWSE to navigate to and load a CSV file from your computer. 

 

 

Screenshot 2023-11-07 at 10.59.41 AM.png

3. Follow the remaining instructions to import data. 

 

4. Once import is complete watchlist members' records are filterable.

Screenshot 2023-11-07 at 12.20.35 PM.png

 

5. To edit a member's data, click on a contact name, change their details, and click Save. 

 

Screenshot 2023-11-07 at 12.25.08 PM.png 

 

6. To add a photo of a watchlist member, click on a contact name, then click on the generic image, on the left side of the screen.  You will be directed to the Contact Picture screen, click Upload, click on the image, navigate to desired image on your device, and click Set as contact photo

 

Screenshot 2023-10-19 at 10.07.46 AM.png. 

7. To delete a watchlist member, click on the next to their name. 

Screenshot 2023-11-07 at 12.28.21 PM.png

 

 

Checking Whether a Visitor is a Watchlist Member  

 

If you have a large number of contacts in a watchlist, you can check if a visitor is a watchlist member by searching for them manually. To do this, use the Manual check option.

 

On the watchlist preview mode, click More, then select Manual check. 

 

1) Enter the appropriate information in the Watch List Checker screen.  

 

 

Screenshot 2023-11-07 at 12.32.15 PM.png

2) Click Run to start checking. 

 

3) Once the manual check is completed, you see a list of which watchlists were checked, and if there was a match. If a match is found, the following will be displayed: 

  • the tags assigned to that contact 
  • their status 
  • the email address of the person who should be notified of the match. 

 

Screenshot 2023-11-07 at 12.33.45 PM.png

4) To make changes to the searched criteria, click Run Again. 

 

Was this article helpful?
0 out of 0 found this helpful

Articles in this section

See more