1. Member request
A checked-in member texts WATCHLIST and receives a time-limited secure link to active entries.
Add-on module
Watchlist Access Control
Controlled awareness, clear authorization, and full post-shift accountability.
The Watchlist Module (Suspicious Person Watch) is an optional add-on for TEXT teams that need approved photos and notes in the field without trading files in consumer group chats. Sanctuary Signal enforces a structured request, review, and alert workflow governed by role and leadership oversight.
See it in a Sunday BOLO context on operational templates, suspicious person BOLO workflow, or premium add-on details.
Watchlist Workflow
2. Field comparison
The member reviews approved photos and notes on phone, with partial name display for privacy.
3. Ask Supervisor
If the match is uncertain, the member taps Ask Supervisor on the selected entry without debating in the main thread.
4. Supervisor alert
The on-duty supervisor receives a structured SMS alert with who asked, which subject was flagged, and the behavior note.
Workflow Screens
1. Member texts WATCHLIST
2. Member reviews a possible match
3. Supervisor receives the alert
(555) 014-2208
Today 5:05 PM
[WATCHLIST ALERT from Casey Member] requested review for Kevin Doyle. Previously involved in heated dispute with pastor over counseling matter;
returned multiple times attempting to reinitiate confrontation.
4. Leadership maintains the list
Click any image to zoom
In the demo alert, the supervisor immediately sees who raised the question, which watchlist person was flagged, and the
behavior note that explains why that person is on the list. A photo follow-up such as [WATCHLIST PHOTO] Kevin Doyle can also
arrive when leadership needs the image in-thread.
Field preview: member screen and supervisor alert together
BOLO + watchlist add-on
Shared reference without turning the thread into a photo dump
During a suspicious-person moment, an eligible checked-in member can open the secure watchlist, compare the live observation against approved photos and notes, and escalate uncertainty with one tap.
The supervisor stays in SMS for coordination while still receiving enough context to decide whether to widen the response.
[WATCHLIST ALERT from Casey Member] requested review for Kevin Doyle. Previously involved in heated dispute with pastor over counseling matter; returned multiple times attempting to reinitiate confrontation.
What Sam knows immediately
The supervisor sees who raised the question, which watchlist person was flagged, and the behavior note that explains why the person is on the list.
Accountability and Audit Controls
Watchlist requests are visible and reviewable by leadership.
Watchlist updates are logged with clear traceability.
Message history provides full shift reconstruction for follow-up.
MEDICAL, LEO, and WATCHLIST keywords remain auditable in shift summary records.
What auditors and insurers typically look for
Watchlist handling is sensitive because it blends pastoral care, safety, and privacy. Strong governance is less about a particular product feature and more about who may initiate a request, who approves access, how long identifiers are retained, and how you prove that only authorized people saw sensitive threads. Message history that can reconstruct a shift helps after an event, but the operational win is everyday restraint: fewer people in the loop by default, and clearer escalation when something crosses a threshold.
Teams that do this well pair technical controls with rehearsal. Once a quarter, walk a tabletop scenario: a parking-lot concern, a children’s area question, and a medical assist. Ask which roles should be notified first, what language volunteers should use, and how supervisors will document outcomes. For related patterns, read incident coordination and shift summaries so your watchlist process does not become an orphan workflow disconnected from the rest of Sunday communication.