Watchlist

The Watchlist lets your property team flag and manage high-risk or restricted individuals during the visitor registration process. When a visitor is submitted, HqO automatically checks their information against active watchlist entries and triggers an escalation workflow for any matches.

Overview

A watchlist entry holds details about a person your security team wants to review before they enter the building. When a tenant registers a visitor whose information matches an active entry, the visit is held as pending and routed to your security team for approval or denial. The tenant host is kept informed at each step.

Enable at property

Watchlist is enabled per property by a property administrator.

Go to Settings.
Open the Features tab.
Toggle Enable Watchlist on.

Add users to the watchlist

Security Admins manage watchlist entries from Visitor Management.

Open the Watchlist tab.
Click Manage watchlist.
Click Add to open the entry form.
Complete the fields below.
Click Add to save the entry.

The entry form includes the following fields:

Field	Required	Notes
First name	Required
Last name	Required
Aliases	Optional	Separate multiple aliases with commas.
Email	Optional
Phone	Optional
Reason	Optional
Upload photo	Optional	Accepts PNG and JPEG files.

Watchlist criteria

When a visitor is registered, HqO flags the visit as a watchlist match if the visitor's information matches an active entry on any of the following:

Last name and first two letters of first name
Email
Phone

Tenant registers a visitor that matches watchlist criteria

When a tenant submits a visitor whose information matches an active watchlist entry, the visit is held for review.

The visit is flagged and held as pending.
The tenant sees an in-app Visit Pending alert after submitting.
The tenant receives a Visit Pending email advising that their visitor is pending the building's review.
The visit status displays as Pending watchlist until your security team approves or denies it.

Security team reviews a visitor that matches watchlist criteria

Security Admins are notified of matches and complete the review from the Watchlist tab.

The Security Admin receives a Watchlist Match email and sees a badge notification on the Watchlist tab.
Open the Watchlist tab and select the visitor.
Click Approve or Deny.
Add an optional note.
Confirm the action.

Each decision notifies the tenant host:

Approve sets the visit status to Approved and emails the tenant that their visitor has been approved.
Deny sets the visit status to Denied and emails the tenant that their visitor has been denied.

Watchlist matching is automatic, but every match still requires a Security Admin to approve or deny the visit before the tenant's guest is cleared.

For related setup, see Visitor Management.