How to Manage Schedule Exceptions in PIPPS
A simple guide for beginners
What is a Schedule Exception?
A "schedule exception" is a way to temporarily block off or change time slots that would normally be available.
Think of it as an override to the regular schedule. It tells the system: "On these dates or times, DON'T allow appointments."
Common reasons to use exceptions:
- Company holidays (Christmas, New Year's, etc.)
- Staff time off or vacation (PTO)
- Training days or staff meetings
- Maintenance or building closures
- Special events that block normal appointments
- Lunch breaks or break times
What happens when you create an exception:
- Time slots turn yellow in the Schedule Appointment calendar
- Those slots cannot be booked by anyone
- The reason for the exception is displayed to users
Key Features:
- Create Exception: Define a new period that blocks time slots
- Apply to Schedule or Host: Block time for an entire schedule OR for just one specific host
- Define Time and/or Date Range: Block specific days, times, or both
- Audit Trail: All changes are logged for record-keeping
What You'll Need:
- A reason for the exception (like "Holiday" or "Staff Meeting")
- Either a schedule name OR a host name to apply it to
- Dates and/or times to block (optional but recommended)
Understanding the Screen
Left Side (Sidebar):
- Shows a list of all existing exceptions
- Displays the reason and what it applies to (Schedule or Host)
- Has a green "+ Add New Exception" button at the top
- Click any exception name to edit it
Right Side (Main Area):
- Shows a list of ALL exceptions in a table OR
- Shows a form to create/edit an exception
How to Create a New Exception
Step 1: Open Exception Manager
- Look at the blue menu bar at the top of the screen
- Find and click on "Exception Manager"
- The Exception Manager page will open
Step 2: Start Creating a New Exception
- On the left sidebar, click the green "+ Add New Exception" button
- A form called "Add New Schedule Exception" will appear on the right
Step 3: Enter the Reason
Reason (Required Field)
- This is a brief description of WHY you're blocking time
- Be clear and descriptive
- Examples:
- "Christmas Holiday"
- "Dr. Smith Vacation"
- "Staff Training Day"
- "Building Maintenance"
- "Lunch Break"
Tip: This reason will be shown in yellow on the calendar, so make it clear for anyone viewing the schedule!
Step 4: Choose What to Apply It To
You have TWO options - pick ONE:
Option 1: Applies to Schedule
- Use this to block time for ALL hosts on a specific schedule
- Click the "Applies to Schedule" dropdown
- Select the schedule name (like "Full-Time Staff" or "Sales Team")
- This affects EVERY host assigned to that schedule
Option 2: Applies to Host
- Use this to block time for just ONE specific host
- Click the "Applies to Host" dropdown
- Select the host's name (like "Smith, John" or "Doe, Jane")
- This affects ONLY that one host
⚠️ Important Rule:
You MUST choose either a Schedule OR a Host - not both!
If you select both, you'll get an error message.
When to use Schedule vs Host:
- Use Schedule: Company holiday (affects everyone), building closure, all-staff meeting
- Use Host: One person's vacation, one person's doctor appointment, individual lunch break
Step 5: Set the Date Range (Optional)
You can specify which days this exception applies to:
Start Date
- The first day the exception begins
- Click the date picker or type in format: YYYY-MM-DD
- Example: 2025-12-25 (for December 25, 2025)
End Date
- The last day the exception applies
- Click the date picker or type in format: YYYY-MM-DD
- Example: 2025-12-26
Special Cases:
• If blocking only ONE day: Enter the same date for both Start and End
• If leaving BOTH blank: The exception applies EVERY day (only the time matters)
• If blocking only ONE day: Enter the same date for both Start and End
• If leaving BOTH blank: The exception applies EVERY day (only the time matters)
Step 6: Set the Time Range (Optional)
You can specify which times of day this exception applies to:
Start Time
- When the blocked time begins
- Use 24-hour format: HH:MM
- Example: 12:00 (for noon), 13:00 (for 1 PM)
End Time
- When the blocked time ends
- Use 24-hour format: HH:MM
- Example: 13:00 (for 1 PM), 17:00 (for 5 PM)
Special Cases:
• If leaving BOTH time fields blank: The ENTIRE day is blocked
• If setting times WITHOUT dates: Those times are blocked EVERY day
• If leaving BOTH time fields blank: The ENTIRE day is blocked
• If setting times WITHOUT dates: Those times are blocked EVERY day
Understanding Date and Time Combinations
Dates Only (No Times):
- Example: Dec 25 to Dec 26, no times specified
- Result: ALL DAY on Dec 25 and 26 is blocked
- Use for: Full-day holidays, vacation days
Times Only (No Dates):
- Example: 12:00 to 13:00, no dates specified
- Result: 12:00-1:00 PM EVERY DAY is blocked
- Use for: Daily lunch breaks, recurring meetings
Both Dates AND Times:
- Example: Dec 15 from 14:00 to 17:00
- Result: 2:00-5:00 PM on Dec 15 only is blocked
- Use for: Specific meetings, training sessions
No Dates AND No Times:
- Not recommended - would block everything
- The system might reject this
Step 7: Save the Exception
- Review all your entries to make sure they're correct
- Click the "Create Exception" button at the bottom
- The exception will be saved
- You'll see it appear in the sidebar list
- Those time slots are now blocked in the appointment calendar!
How to Edit an Existing Exception
Step 1: Select the Exception to Edit
- In the left sidebar, find the exception you want to change
- Click on its name
- The "Edit Schedule Exception" form will appear on the right
Step 2: Make Your Changes
- Change any of the fields:
- Reason
- Schedule or Host assignment
- Start/End Dates
- Start/End Times
- All the same rules apply as when creating
Step 3: Save Your Changes
- Click the "Update Exception" button
- Your changes will be saved
- The updated exception will now be active
How to View All Exceptions
When you're not creating or editing, the main area shows a table of ALL exceptions.
| Column | What It Shows |
|---|---|
| Reason | The description of the exception |
| Schedule | The schedule name it applies to (or N/A if host-specific) |
| Host | The host name it applies to (or N/A if schedule-wide) |
| Start Date / End Date | The date range when exception is active |
| Start Time / End Time | The time range when exception applies |
| Actions | Edit and Delete buttons |
How to Delete an Exception
⚠️ Warning: Deleting is permanent and cannot be undone!
Method 1: Delete from the List View
- Find the exception in the main list table
- Click the "Delete" button in the Actions column
- A confirmation pop-up will appear
- Click "OK" to permanently delete
Method 2: Delete from the Edit Form
- Click the exception name in the sidebar to open the edit form
- Scroll to the bottom of the form
- Click the "Delete Exception" button
- A confirmation pop-up will appear
- Click "OK" to permanently delete
What happens when you delete:
• The exception is removed immediately
• Time slots that were yellow (blocked) will return to their normal color
• Those times become bookable again
Back to Top
• The exception is removed immediately
• Time slots that were yellow (blocked) will return to their normal color
• Those times become bookable again
Common Exception Examples
Example 1: Company-Wide Holiday
- Reason: "Christmas Day"
- Applies to: Schedule = "Full-Time Staff"
- Start Date: 2025-12-25
- End Date: 2025-12-25
- Start Time: (Leave blank)
- End Time: (Leave blank)
- Result: All day on Dec 25 is blocked for everyone on the Full-Time Staff schedule
Example 2: One Person's Vacation
- Reason: "Dr. Smith Vacation"
- Applies to: Host = "Smith, John"
- Start Date: 2025-07-01
- End Date: 2025-07-07
- Start Time: (Leave blank)
- End Time: (Leave blank)
- Result: All times July 1-7 are blocked for Dr. Smith only
Example 3: Daily Lunch Break
- Reason: "Lunch Break"
- Applies to: Schedule = "Customer Service"
- Start Date: (Leave blank)
- End Date: (Leave blank)
- Start Time: 12:00
- End Time: 13:00
- Result: 12:00-1:00 PM EVERY DAY is blocked for everyone on Customer Service schedule
Example 4: Specific Training Session
- Reason: "Safety Training"
- Applies to: Schedule = "All Staff"
- Start Date: 2025-03-15
- End Date: 2025-03-15
- Start Time: 14:00
- End Time: 16:00
- Result: 2:00-4:00 PM on March 15 only is blocked for all staff
Quick Tips
- Use clear, descriptive reasons - people will see these on the calendar
- Choose Schedule for company-wide blocks, Host for individual time off
- Remember: You can't select both Schedule AND Host
- For recurring daily blocks (like lunch), leave dates blank and set times
- For full-day blocks, leave times blank and set dates
- Double-check dates and times before saving
- Use 24-hour time format (13:00 not 1:00 PM)
- Delete old exceptions after they're no longer needed to keep the list clean
Common Questions
Q: What's the difference between applying to Schedule vs Host?
A: Schedule blocks time for ALL hosts on that schedule. Host blocks time for just ONE specific person.
Q: Can I create an exception for multiple hosts?
A: If they're on the same schedule, apply the exception to the Schedule. If they're on different schedules, create separate exceptions for each host.
Q: What happens to appointments that are already booked during an exception?
A: Existing appointments are NOT automatically canceled. You'll need to cancel them manually if needed.
Q: Can I make a recurring exception (like every Monday)?
A: Not directly. You'd need to create separate exceptions for each Monday, or use a time-only exception if it's the same time every day.
Q: What if I need to block just part of a day?
A: Set both dates (same day for start and end) AND set specific start/end times.
Q: Can I edit an exception after it's created?
A: Yes! Click on it in the sidebar and change any field, then click Update.
Q: How do I remove an exception?
A: Click the Delete button either in the list view or in the edit form.
Q: Will people see why time is blocked?
Back to Top
A: Yes, the "Reason" you enter will be displayed in yellow on the calendar.
Troubleshooting
Problem: I can't click "Create Exception"
What to do: Make sure you filled in the Reason field AND selected either a Schedule or a Host (but not both).
Problem: I get an error about selecting both Schedule and Host
What to do: You can only choose ONE. Clear one of the selections and keep only the one you need.
Problem: The exception doesn't appear on the calendar
What to do: Make sure you saved it correctly. Also, navigate to the specific dates you blocked - you won't see yellow slots on dates without exceptions.
Problem: I entered the wrong date format
What to do: Use YYYY-MM-DD format. Example: 2025-12-25 for December 25, 2025. Or use the date picker instead of typing.
Problem: Times are in the wrong format
What to do: Use 24-hour format (HH:MM). For afternoon times, add 12: 1 PM = 13:00, 2 PM = 14:00, 5 PM = 17:00
Problem: I accidentally deleted an exception
What to do: Unfortunately, you'll need to recreate it. There's no undo for deletions.
Problem: The exception is blocking more than I wanted
What to do: Edit the exception and adjust the dates or times to be more specific. Or change from Schedule to Host if it's affecting too many people.
Problem: I need to block multiple non-consecutive days
What to do: Create separate exceptions for each day or date range. You can't select non-consecutive dates in a single exception.
Important Reminders
- You must choose EITHER Schedule OR Host - never both
- The "Reason" field is required and will be visible on calendars
- Use 24-hour time format (13:00 not 1:00 PM)
- Deleting an exception is permanent - you cannot undo it
- Exceptions don't automatically cancel existing appointments
- Leave dates blank for recurring daily blocks (like lunch)
- Leave times blank for all-day blocks (like holidays)
- All changes are logged in the audit trail for record-keeping