Check out our Best Practices Webinar on Watchlists
Creating a Watch List
To add a watch list:
1. Click the Manage icon, then click Watchlist. You will be taken to the Watch Lists module.
2. Click the blue Add New List button in the top-right corner.
3. Configure your Watch List by setting up a List Name, selecting a List Type (permit or deny), and selecting whether to apply the list at Sign-in, Pre-Registration or both.
4. Select the sites under Assign to sites. This will turn on the watchlist check at the selected sites. You can also assign the Watch List to apply at all sites by selecting the "All Sites" option.
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 the Visitor Type that you wish to check against the Watch List.
7. 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.
8. On the Actions box, you can select what happens if a visitor is found on your Watch List:
- 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)
- stop processing when match found when enabled prevents the platform from searching additional watchlists once a contact meets the requirements of a single watchlist
- send an SMS / email notification to the host, users of a particular role and/or to specific email addresses you enter will be notified. The 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.
9. Click Save. The watchlist is now shown on the main Watchlist page.
Here is an example of a Permit watchlist email notification:
Here is an example of a Deny watchlist email notification:
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.
From the watchlist page, you can:
- For environments with multiple sites, click Filters
to locate watchlists by site:
- manage the watchlist’s members (clicking the
icon)
- edit a watchlist's configuration (clicking into the Watch List ).
- delete a watchlist (click on the trash icon
).
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. Select your desire Watch List, then Click Manage members.
2. Click New Contact.
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.
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.
To begin the import Click Manage members from the watchlist preview mode then click the Import button.
You will be prompted to upload a file. The file can be created manually, or you can download a sample file to populate with your own data, then re-upload it. (click )
Once the import file has been populated, click Next, then follow the remaining instructions to map your file columns to the appropriate data.
Editing Existing Contacts Within a Watchlist
To edit a member's data, click on a contact name, change their details, and click Save.
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
To delete a watchlist member, click on the icon next to their name.
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.
Enter the appropriate information in the Watch List Checker screen, then click Run to start checking.
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.