Add or edit a watchlist entry

Site administrators and higher roles can choose Edit from a Watchlist row. The operational Watchlist page does not have an Add New action; authorized administrators create entries from the Watchlist area in General Administration.

Choose the record type

Select Person or Vehicle. A type is required.

For a person entry, provide at least one of the following: first name, last name, driver's-license number, Alias 1, or Alias 2. Add the date of birth and any other known identifiers to reduce false matches.

For a vehicle entry, provide a vehicle license number or trailer number. Include both when they are available. Do not use the description as a substitute for the required identifying fields.

Add useful context

Use Description for the reason the entry exists, identifying details, operator guidance, and the organization's approved response. Keep the guidance factual, current, and specific enough that another operator can act without guessing.

Add an image by selecting a file or choosing Take Profile Picture. The preview changes after capture or upload, but you must select Save to apply the new image to the record.

Configure notifications

Enable Notify on Allow or Notify on Deny only when the relevant outcome should generate a notification. Enter the approved notification email and SMS destinations. Verify shared mailboxes, phone numbers, and escalation ownership before saving.

Notification settings describe which decisions should trigger outreach; they do not determine whether an operator should allow or deny a match.

Set client and site associations

Associations make the entry visible outside its owning site:

• select specific Sites to share it with those locations;
• select Clients to share it across the selected clients when no specific sites are selected.

When one or more sites are selected, the saved site associations take precedence over client-wide associations. The owning site continues to see its entry. Share only as broadly as the operational need and data-handling policy require.

Save or delete

Select Save after verifying the type, identifiers, description, image, notifications, and associations. Updating an existing entry closes the dialog after a successful save.

Select Delete only when the entry should be removed and confirm the prompt. Deletion is different from recording an Allowed decision and may affect all associated sites or client locations that currently see the entry.

Warning

Before editing or deleting a shared entry, confirm its owner, associations, and operational purpose. A change intended for one site can affect staff at multiple locations.