Introduction

Watchlists is a paid add-on that is used to flag visitors when certain customizable conditions are met. The visitors that are flagged by Watchlists can be blocked from viewing certain documents, receiving badges or signing in altogether, or they can have their badge colour changed.

Watchlists can also be used to notify certain people in your facility of the flagged visitors and what actions to take when the visitor is flagged.

NOTE: This feature is included when purchasing an Enterprise FacilityOS license.

Use Cases

Watchlists have a variety of use cases. If you are looking for instructions on how to set up your watch lists, you can find more information here: Working with Watch Lists – iLobby Help Center

The use cases include, but are not limited to:

• Flagging visitors based on their full name, company, email, or country
• Flagging visitors based on the answers they provide to certain data fields
• Flagging visitors based on the documents they view and interact with
• Flagging visitors based on hits from other watchlists

When visitors are flagged, the following actions can be taken:

• Notifying the visitor's host
• Notifying any person of your choosing by entering their email
• Stopping badges from printing for that visitor
• Changing the badge colour for that visitor (if you have a colour printer)
• Skipping certain legal documents for that visitor's workflow (so they don't have to see those documents)
• Changing the text on the badge header for that visitor
• Customizing the text for the email that gets sent out when a visitor is flagged.

Configuration

To configure the Watchlist feature, please take the following steps:

1. In the VisitorOS portal, navigate to Manage > Watchlist > New List:
   
   
   
2. Enable/Disable the settings of your choosing:
   
   
   • Name: Set a name for the watch list.
   • List Type: Allows you to categorize the watch list between permitting or denying visitors as its use case.
   • Use Watchlist: Allows you to choose if the watch list will be triggered when a sign in occurs, during Pre-Registration, or both.
   • Assign to Sites: Allows you to choose which sites will use this watch list.
   • Visitor Types: Allows you to choose which visitor types this watch list will apply to.
   • Matching Rules: Allows you to choose which criteria the watch list will use to find a match.
   • Change Visitor's Status To: Allows you to change a flagged visitor's status to Approved, Denied, or Do Not Change.
   • Assign Tags: Allows you to assign a tag of your choosing to a flagged visitor.
   • Stop Processing Other Watchlists When Match Found: If you have additional watch lists, they will be temporarily disabled when the current watch list finds a match and is triggered.
   • Send SMS Notification to Host: Sends an SMS notification to the host to inform them of the match.
   • Send Email Notification: Sends an email notification to an email address of your choosing. Multiple email addresses can be separated by a comma.
   • Reason for Inclusion: Allows you to create a list of potential reasons for a person's inclusion in the watch list when they are flagged.
3. Add Members to the Watchlist:
   • Navigate to Manage > Watchlist, and select the "Manage Members" button on your newly created Watchlist:
     
   • Select "New Contact":
     
   • Fill in the new member's information, so that if they sign into your FacilityOS system, the Watchlist will flag them:
     
     NOTE: You can import multiple contacts at once using an Excel spreadsheet or .CSV file, in which the above information is split up into separate columns in the spreadsheet.

To learn more about Watch Lists, check out our webinar: iLobby Best Practices Episode 3: Watchlists in action (youtube.com)

If you have any questions, please don't hesitate to reach out to support@ilobby.com.