Creating a Watchlist

How to create a watchlist. You must have the Triggers Add-on Enabled and have the Triggers Manager user role assigned 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 many reasons you may want to create a watchlist for both positive and negative reasons; whatever your reason is, we have made it a simple process to screen visitors.

There are two steps to creating a Watchlist, creating the list and adding the people.

How To Create a Watchlist

1. Go to Tools > Locations

2. Click View next to your location

3. Select Triggers from the left-hand menu

Manage_Watchlists.png

4. Click Manage Watchlists

5. Click Create a New Watchlist

Watchlist_Details.png

6. Enter the List Name

7. Enter the List Description

8. Enter the Locations with Access to this watchlist

Please Note: 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.

9. Click Save

List_of_watchlists.png

How To Add People to a Watchlist

Once your Watchlist is created you will need to 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 the People button 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.

Adding People Manually

1. Click Create a New Watchlist Person

2. Enter as many details about the person as required for your level of specificity.

Person_Details.png

Please Note: These are the potential details that will need to match in your trigger, however, you will not necessarily need to match all information entered.

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

3. Click Save

One_person_list.png

You can edit a person's details by click View next to their name, and you can delete them by clicking Delete or using the Run Action Menu to delete multiple at once.

Adding People in Bulk via CSV Import

1. Click Import / Export / Update

csv_watchlist.png

2. Click Import from CSV File

3. Click the You must use the Trigger Watchlist Import Template link to download the template

Download_csv.png

4. Save the template to your computer

5. Enter the people's details into your CSV File

CSV_info.png

Please Note: These are the potential details that will need to match in your trigger, however, you will not necessarily need to match all information entered.

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

Import_CSV.png

Please Note: 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

People_List.png

Exporting and Updating 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. Click Import / Export / Update

csv_watchlist.png

2. Click Export your Watchlist

3. Save the CSV file to your computer

4. Make changes to the information in the file

5. Save your CSV File in the CSV UTF-8 file format for best results

6. In WhosOnLocation, click Update from exported CSV File

csv_watchlist_update.png

7. Click Select CSV File

8. Select the file from your computer and click Open

import_update.png

Please Note: 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.

9. 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.

And when you have finished managing your watchlists, click Back to Triggers.

Click the Next Article button below to lean how to Add a Watchlist to a Trigger and set up options to match with your visitors. 

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request