Create a watchlist

Learn how to create a watchlist. You must have the Triggers add-on enabled and have the Triggers Manager user role to access watchlists.

Creating a watchlist gives you the ability to quickly match incoming visitors with a list of notable people to your location.

There are two steps to creating a watchlist: creating the list and adding the people.

Create a watchlist

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Triggers.
  3. Click Manage Watchlists.

    Triggers-Manage-Watchlist.png
  4. Click Create a New Watchlist.

    Triggers-Manage-Watchlist-Create.png
  5. Enter the list name.
  6. (Optional) Enter the list description.
  7. Select the locations which can create triggers based on this watchlist.
  8. Click Save.

    Triggers-Manage-Watchlist-Create-Details.png

Watchlists can be shared across locations and will appear in the Triggers section of any location listed in this section. This means that any Trigger Managers from those locations can also edit this list.

Add people to a watchlist

Once your Watchlist is created, add the people to it that you want to watch.

If you want to watch for specific people, you can enter their details exactly as they would on their visitor sign in. If you want to watch for a broader group of people, you can enter vague details like the organization or email domain only. No fields are mandatory, not even name, so you can enter as much or little information as necessary.

From the manage Watchlists section displaying your watchlists, click People next to the watchlist. From here you can manage the people on your watchlist. There are two different ways of adding people to your watching: manually one by one and in bulk via CSV import.

Add people manually

  1. Click Create a New Watchlist Person.

    Watchlist-People-add-person.png
  2. Enter as many details about the person as required.

    The Reference field is used only for recording any external reference you have for this person, e.g. a reference from the watchlist you took the person's record from.

    Watchlist-People-person.png
  3. Click Save.

You can edit a person's details by clicking View next to their name or delete them by clicking Delete. Use the Run Action menu to delete multiple people at once.

Adding people in bulk via CSV import

  1. Click Import / Export / Update.

    Watchlist-People-import.png
  2. Click Import from CSV File.

    Watchlist-People-import-CSV.png
  3. To download the CSV template, click You must use the Trigger Watchlist Import Template.
  4. Save the template to your computer.
  5. Enter the people's details into your CSV File. These are the potential details that will need to match in your trigger, however, you will not necessarily need to match all information entered.

    CSV_info.png
  6. Save your CSV File in the CSV UTF-8 file format for best results.
  7. In WhosOnLocation, click Select CSV File.
  8. Select the file from your computer and click Open.

    There is an option to Remove Existing Records, only select this if you want to delete all records which are currently in your Watchlist and replace them with your CSV import.
  9. Click Import Watchlist.

    Watchlist-People-import-CSV-File.png

Export and update your watchlist

If you want to edit bulk records, you can do so by exporting a CSV file of the people on your watchlist, making changes, and importing the list through the update function. You can also use this function to bulk delete records when exporting.

From the People list in a watchlist:

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Triggers.
  3. Click Manage Watchlists.
  4. Click People next to the watchlist.
  5. Click Import / Export / Update.
  6. Click Export your Watchlist.
  7. Save the CSV file to your computer.
  8. Make changes to the information in the file. Save your CSV File in the CSV UTF-8 file format for best results.
  9. In WhosOnLocation, click Update from exported CSV File.
  10. Click Select CSV File, select the file from your computer and click Open.

    There is an option to Remove Missing Records, only select this if you want to delete all records which are not listed in your CSV import.
  11. Click Update Watchlist.

The people in your watchlist will be updated to reflect the changes you made in the CSV file.

When you have finished managing the people in your watchlist, click Back to Trigger Watchlists.

Next step: Add a watchlist to a trigger and set up options to match with your visitors.