Managing visitor watchlists and security notifications

Zoom Visitor Management supports Be On the Look Out (BOLO) lists for enhanced workplace security monitoring. This feature allows account owners and admins to flag specific visitors and receive automatic notifications when these visitors are invited or check in at kiosks. Security teams can maintain oversight while visitors go through normal registration and check-in processes without knowing they're being monitored.

Requirements for visitor watchlists and security notifications

• Zoom Visitor Management license
• Account owner or admin privileges
• Access to supported notification channels (email, Zoom Team Chat, Microsoft Teams, or Slack)
• Visitor kiosks configured for your locations

How to add visitors to BOLO lists

1. Sign in to the Zoom web portal as an account owner or admin.
2. In the navigation panel, click Workspace Management. 
3. Click Visitor Details.
4. Click the Add a BOLO visitor button in the upper right corner.
5. Select Single or Multiple visitors and enter the following details.
   • Single
     • Visitor name:
     • Email:
     • Organization:
   • Multiple
     • Visitor's full name:
     • Visitor's email:
     • Visitor's organization:
     • (Optional)
       • Click the Add 1 more row or Add 5 more rows button to add additional visitors.
       • Click the Import file button to add visitors. Use CSV file format, up to 1 MB.
6. Click Save.

The visitor is now added to your watchlist and will trigger notifications when invited or checking in.

How to remove visitors from BOLO lists

1. Sign in to the Zoom web portal as an account owner or admin.
2. In the navigation panel, click Workspace Management. 
3. Click Visitor Details.
4. In the Visitors lists section, click the dropdown menu and select BOLO.
5. Locate the visitor you want to remove.
6. Click the Remove from BOLO list button next to their name.

The visitor will be removed from the BOLO list.

How to add or edit notification recipients

1. Sign in to the Zoom web portal as an account owner or admin.
2. In the navigation panel, click Workspace Management. 
3. Click Visitor Management, then click Account settings.
4. Click the User access tab.
5. Under the Enable notifications when BOLO visitor register and check-in section, enter the name of the licensed user or group that can receive notifications.
6. Click Save.

How to manage notification settings

Account

1. Sign in to the Zoom web portal as an admin.
2. In the navigation menu, click Workspaces Management, then Visitor Management.
3. Click Account settings, then General settings.
4. Under Notifications, then Visitor Notifications, configure the following options for each item:
   • When a BOLO visitor checks in: Select one or more of the following checkboxes: Email, Zoom, Slack, and Microsoft Teams.
   • When a BOLO visitor is invited: Select one or more of the following checkboxes:  Email, Zoom, Slack, and Microsoft Teams.
5. Click Save.
6. (Optional) To prevent all users in your account from changing this setting, click the lock  icon and then click Lock to confirm the setting.

User

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Settings.
3. Click the Workspaces tab.
4. In the Visitor Notifications section, configure the following options for each item:
   • When a BOLO visitor checks in: Select one or more of the following checkboxes: Email, Zoom, Slack, and Microsoft Teams.
   • When a BOLO visitor is invited: Select one or more of the following checkboxes:  Email, Zoom, Slack, and Microsoft Teams.
5. Click Save.

Understanding notification scenarios

BOLO notifications are triggered in different scenarios depending on your visitor registration settings:

Standard registration process

When Skip registration is not enabled, notifications are sent at two points:

• Invitation sent: When a host invites someone on the BOLO list
• Visitor check-in: When the BOLO visitor checks in at a kiosk

Skip registration enabled

When Skip registration is enabled and a visitor invitation is created through the web portal:

• Immediate notification: BOLO notification is sent immediately when the invitation is created for someone on the watchlist

Visitors on BOLO lists are not notified that they're being monitored. They experience the same registration and check-in process as other visitors.