Watch List

The Watch List feature allows authorized users to maintain a list of individuals who should not be permitted access to the building. This tool helps security teams manage potential security risks while giving tenant admins visibility into Watch List activity and risk context. The Watch List is designed to:

• Flag specific individuals who are not allowed in the building.
• Alert security when a visitor on the Watch List is registered in the visitor management system.
• Provide a searchable record for security staff to verify whether someone is restricted.
• Individuals on the Watch List do not appear in the Daily Visitor List. Instead, matches trigger alerts or notifications for the building team.

Only users with Building Admin (BA) permissions can edit the Watch List. Tenant Admins with specific permissions enabled can view and edit the Watch List.

• Updating The Visitor Watch List Matching Method
• Adding a User to the Watch List
• What Happens When a User is Added?
• What Happens When a Visitor on the Watch List is Registered?
• What Happens If Someone on the Watch List Tries to Check In Without Registration
• Watch List Notifications
• Watch List Threat Levels

Updating The Visitor Watch List Matching Method

1. Navigate to the Visitor module and click Visitor Setup
2. Scroll down to the Visitor Watch List Matching Method section. 
3. Review and choose from the options:
   • Sensitive: Watch List matches will be flagged if the visitor name is similar to a Watch List member's name, based on nicknames and small name variations.
   • Strict: Watch List matches will be exact matches on first and last name, case-insensitive.

4. Save your changes.

   

Note: This change only affects visitors created after the update is made. Existing visitors will not have their match status changed.

Adding a User to the Watch List

1. Navigate to the Watch List page in the Visitor module of the dashboard. 
2. Select + New Member
3. Enter the individual's full name. The Watch List now uses sensitive matching, which can identify similar first names such as nicknames, fuzzy matches, and common typos, while last name matching remains exact. Some sites may also have the option to switch between strict and sensitive matching in setup.
   • Example: A Watch List entry for "Alexander Smith" may also match similar first-name variations such as "Alex Smith," while the last name must still match exactly.
   • Optionally assign a Threat Level
4. Save the entry.

What Happens When a User is Added

• Once an individual is added to the Watch List, they can be flagged if they are registered as a visitor after the time of their addition and their name matches the Watch List criteria.
  
• If Watch List notifications are enabled for the site, designated recipients receive an email notification when the individual is added
• Past and existing visitor records can also be updated when a Watch List entry is changed, since Watch List matching is re-run when the Watch List is updated.

What Happens When a Visitor on the Watch List is Registered

The system does not automatically block a visitor with a matching Watch List name from being checked in. This allows for the possibility of a name match that is not the same individual (for example, confirmed through photo ID or other verification).

Two registration scenarios:

1. Tenant registers a visitor

• The building/security team receives a notification alerting them that the name matches the Watch List.
• The match will also display as a Watch List alert in the visitor table. 

• The visitor remains registered unless the building team cancels or takes further action.

2. Security registers a visitor

• The system displays a Watch List callout directly in the registration form.
  
• Security can still proceed with the check-in if, after verification, they determine it's a false positive.
• The match will also appear in the Visitor log.
• The visitor's record in the Visitor table will display a Watch List alert (e.g., a red "Yes" or highlighted flag).

• This alert will appear only for registrations made after the person was added to the Watch List.

What Happens If Someone on the Watch List Tries to Check In Without Registration

• The system does not automatically block a visitor with a matching Watch List name from being checked in. This allows for the possibility of a name match that is not the same individual (for example, confirmed through photo ID or other verification).
• The system will not automatically alert the security team if the person walks in without a prior registration.
• Security staff must manually search the Watch List tab to verify if the individual is listed.
• Searching the visitor registration list will not reveal unregistered Watch List entries.

Watch List Notifications

Watch List notifications automatically inform site teams when new individuals are added to the Watch List.

Building Admins can configure notification recipients by adding email addresses in Visitor Setup. When enabled, the system sends an email notification whenever a new Watch List member is added at that site. This helps keep security and operations teams informed without requiring manual follow-up or external messaging.

Watch List notifications apply only to site-level Watch Lists. Network-level Watch List additions do not trigger site-level notifications.

Add notification emails (Property teams)

1. Navigate to the Visitor module and select Visitor Setup.
2. Find the Watch List notifications email field.
3. Enter the email addresses for anyone who should receive Watch List addition notifications.

4. Save your changes.

   

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Watch List Threat Levels

Watch List Threat Levels allow teams to classify and prioritize Watch List entries based on severity or risk.

Threat Levels can be created at either the site level or the network level, depending on how your organization manages Watch Lists.

• Network-level Threat Levels are shared across all sites in the network and provide consistent risk classification for portfolio-wide monitoring.
• Site-level Threat Levels apply only to the individual property and can be used when a location requires its own classification scheme.

Admins can create custom Threat Level options directly from the Watch List page. Each Threat Level includes a custom name and color to support quick visual identification. A Threat Level can be assigned when adding a new Watch List member or updated later through edits.

Threat Levels are displayed directly in the Watch List table and can be used as a filter, making it easier for teams to focus on higher-risk individuals and prioritize response.

Create Threat Levels (Property teams)

1. Navigate to the Visitor module and click Watch List.

2. Click Manage Threat Levels

   

3. Click New Threat Level
4. Enter a Threat Level name.
5. Choose a color and click Save. 

6. Repeat as needed to create additional options.

   

Assign a Threat Level to a Watch List member

1. From the Watch List page, select + New Member or open an existing member to edit.
2. Choose a Threat Level.

3. Save.

   

Filter the Watch List by Threat Level

1. From the Watch List table, open the filter options.
2. Select Threat Level and choose one or more values.

3. Apply the filter to view prioritized entries.