HqO Visitor Management - Watchlist

Overview

The Watchlist feature helps property teams proactively flag and manage high-risk or restricted individuals during the visitor registration process. When a tenant submits a visit request, HqO automatically checks the submitted visitor information against the active Watchlist and initiates the appropriate escalation workflow if a match is found.

Enable at Property

HqO can enable the watchlist at a property by navigating to Settings gear, Features tab, and turn “Enable Watchlist” toggle on

Adding users to watchlist

• Security Admin can add people to the watchlist by navigating to Visitor Management, then navigating to the Watchlist tab

• Click on the Manage watchlist button

  • Click Add button to open the Add to watchlist form

• Enter person's information:

  • First name (required)

  • Last name (required)

  • Aliases (separated by commas)

  • Email

  • Phone

  • Reason

  • Upload photo (png, jpeg)

• Click Add button

Watchlist Criteria

If a visitor matches one of the following critera with a person on the building’s watchlist then their visit will require building’s approval

• Last name and first two letters of first name

• Email

• Phone

Tenant Registers Visitor that Matches Watchlist Criteria

• Tenant registers a visitor including first and last name, phone or email, and visit details.

  • The REX platform automatically scans the submitted data for matches against the Watchlist.

• If a visitor’s information matches the watchlist criteria then the visit is flagged for the building

• Tenant host that submitted the visitor that meets the watchlist criteria receives a Visit Pending alert after submitting visit

• Tenant host receives an email advising that their visitor is pending the building’s review

• Visit Status is Pending watchlist until visitor is approved or denied by the building’s security team

Security Team Reviews Visitor that Matches Watchlist Criteria

• Security Admin receives an email that a visitor matches the Watchlist

• Security Admin can see a new notification badge on the watchlist tab

• Security Admin clicks on the Watchlist tab to review the watchlist match and follow the building’s protocol

• To approve the visit click the Approve button on the visitor

  • Add note with any details

  • Click Approve button

• Visitor’s Status is now Approved on Watchlist page with Security Admin’s name who approved

• Tenant host receives email that their visitor has been approved

• To deny the visit click the Deny button on the visitor

  • Add note with any details

  • Click Deny button

• Visitor’s Status is now Denied on Watchlist page with Security Admin’s name who denied visitor

• Tenant host receives email that their visitor has been denied