Working with Watch Lists

This function does not prevent a visitor from entering the site. It just notifies hosts if the information entered by a visitor matches the information provided in the watch lists.

Creating a Watch List

To add a watch list:

1. Click , then Watch Lists.

2. Click New List.  

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

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

- stop searching for additional watchlists

 

- 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)

- send an email notification (which includes the information the visitor entered during sign-in, the name of  the watchlist they matched, and their status) to the host and/or to specific email addresses you enter

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:

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 preview mode, you can:

• For environments with multiple sites, click Filters  to locate watchlists by site:

• manage the watchlist’s 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.

1. Adding Contacts Individually
   

 

1 Click Manage members from the watchlist preview mode.

 

2 Click New Contact.

3 Enter the contact's information, including notes.

4 Add the Effective date and Expiring date for the watch list record in cases when you want the membership to be restricted by 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 to this member 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 and Company) and upload it to the Watchlist.

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

1. Next to the New Contact button, click More and, from the menu, choose Import.

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

3. Follow the instruction to import data.

4. You can filter watchlist members' records.

5. To edit members, click on a contact name, change their details, and click Save.

6. To add a photo of a watchlist member, click on a contact name, then click on the generic image, navigate to the image, and click Save.

7. To delete a watchlist member, click on the 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 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. 

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, and the contact belongs to a watch list, you can see:

3. the tags assigned to that contact
   

4. their status
   

5. the email address of the person who should be notified of the match.
   

 

4) To make changes to the searched criteria, click Watch List Checker.

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