Configuring Watchlists

Before you start

The Watchlist section helps your school flag people who should not be allowed entry or who may require extra attention from staff.

Watchlists are commonly used for:

• No-trespass alerts
• Custody concerns
• Safety warnings
• Other situations where the front office needs clear guidance before allowing someone into the building

Step 1: Open Named Watchlists

1. Log in to your district’s Circool website.
2. Click Settings, then Named Watchlists.

Step 2: Review the default Watchlists

Circool includes a few default Watchlists that are created automatically.

Step 3: Create a custom Watchlist

The Add Watchlist button lets you create a custom Watchlist.

Use this when your school needs to flag an individual whose access has been restricted for a reason that is not handled automatically by Circool or the SIS.

Step 4: Name the Watchlist

1. Enter a clear Watchlist Name.
2. Add a short Description.

Step 5: Set the default action and instructions

Set how Circool should handle people on this Watchlist during check-in.

1. Choose the default action: Allow or Deny entry.
2. To notify alert contacts when someone on this Watchlist attempts to check in, turn on Default Send Alert.
3. Enter clear instructions for the front office staff.
4. Click Save to finish creating the Watchlist.

Step 6: Add a person to the Watchlist

1. Click the Add Person icon next to the Watchlist.

Step 7: Search for an existing Circool person

1. Use the search box to find a person who already has an existing Circool account.
2. Search by name.

Step 8: Select the person

1. Select the person from the search results to add them to the Watchlist.

Step 9: Set the expiration date

1. Set the expiration date for this person’s Watchlist status.

Step 10: Add individual instructions, if needed

You can change the default instructions for a specific person if their situation needs different guidance.

1. Review the default instructions.
2. Add or change the guidance for this individual, if needed.

Step 11: Confirm the Watchlist entry

1. Click Confirm to finalize adding the person to the Watchlist.

Step 12: Manually add a person by name

You can also manually add a person to a Watchlist by name.

• First name and last name are required
• An expiration date is required
• A photo is optional, but helpful

Guest screening and Watchlist review

When a guest is screened, Circool checks whether they appear on a Watchlist and shows a summary for staff review.

From there, your team can choose the next step:

• Send Alert to notify your school’s alert contacts
• Deny Entry if the person should not enter the building
• Approve Check-In if staff determines the visit should continue

What happens if someone on a Watchlist uses the kiosk?

If someone on a Watchlist tries to check in using a self-service kiosk or posted QR code, they will move through the check-in steps like normal.

At the final Check In step, Circool will stop the self-check-in process. A badge will not print, and the person will be directed to see the front office staff to complete check-in.

Pending Review on the dashboard

The attempted kiosk check-in will appear as Pending Review on the Guest Management dashboard.

Helpful tips

• Use clear Watchlist names: Make the purpose of each Watchlist easy for staff to understand.
• Keep instructions specific: Tell staff exactly what to do when the Watchlist appears.
• Review expiration dates: Remove or update entries that are no longer needed.
• Follow school procedures: Circool provides the alert, but your school team makes the final decision.

What happens next

Once a Watchlist is created and people are added, Circool can flag those people during future check-ins.

If a Watchlist is triggered, your front desk team will see the alert and should follow the instructions your school provided.

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