Controls for the clients who ask hard questions
Some of your clients — hospitals, labs, schools, data centres — will send a security questionnaire before they sign. Watchbill has the answers built in: a second sign-in factor, automatic sign-out, a record of who looked at every report, and phones that keep nothing when an officer signs out. Turn them on per company, or let a flag on the client turn them on for you.
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Sign-in: a code by email, and an authenticator when you want one
Nobody in Watchbill has a password to lose. Every sign-in is a one-time code sent to the person's work email. For office users you can add a second step from an authenticator app (Google Authenticator, Microsoft Authenticator, 1Password, Authy) — required for the whole company with one switch, with recovery codes for a lost phone, a 30-day remembered-browser option so the office is not re-prompted every morning, and a one-click reset for the administrator when someone replaces their phone.
Disable a user and every phone and browser they were signed into is out within a minute. Accounts are never deleted, so the reports and time records a departed guard created stay exactly as they were.
Protected mode: flag the client, and the controls follow
Tick "Healthcare / PHI client" on a client and the company enters protected mode. Web users are signed out after 30 minutes of inactivity (you set the number, with a floor of 15), with a one-minute warning first. Web sign-in starts asking for the authenticator code. The emails that client receives — incident notices, digests — say that something happened and link to the portal, without the narrative. And push notifications never carry report content: they tell the officer a report was returned, not what it said.
Companies without such a client never see any of this. The defaults stay quiet on purpose.
Who looked: an access history on every report
Every open of a report, every compiled timeline built from it and every attachment download is recorded — who, their role (client portal views included), when and from which address. Owners and administrators see it on the report under Access. When a client asks who has seen the incident file, the answer is a list, not a guess. The history is kept for years; routine system logs are pruned after 90 days.
The phone in the officer's pocket
In protected mode the Field App requires a screen lock on the phone before it will open, and checks again every time it comes to the foreground. Signing out — by the officer, by the office disabling the account, or by a session expiring — clears everything the app kept locally: cached site data, queued reports, photos waiting to upload. The officer is asked to sync first so nothing is lost; the office can see what was pending.
Roles, scope and the record
Owners see the company. Supervisors see the sites they are assigned to and the guards who share them. Guards see their own work. Client users see approved reports, patrol visits, visitors and documents for their own sites — never location, schedules or messages. Every change to a report keeps a before-and-after snapshot; addendums are append-only; messages are company records the owner can read but never alter. Watchbill staff cannot read your messages.
Questions owners ask
Do my guards need the authenticator too?
No. The second factor applies to web sign-in. Field App sign-in stays a one-time code by email, and in protected mode the phone must have a screen lock.
Can I turn on the automatic sign-out without flagging a client?
Yes — Settings → Session security lets you set the minutes for the whole company regardless of clients. Flagging a client just turns it on for you with sensible defaults.
What happens to a guard's unsent reports when they sign out in protected mode?
The app asks them to sync first. If they choose to sign out anyway, the pending items are discarded and the office is told how many there were.
Where is the data hosted?
In Microsoft Azure, in the United States, with encrypted connections throughout. Ask us for the current hosting and backup details for your questionnaire.
Bring your client's security questionnaire
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