How to Create and Manage Hosts in PIPPS
A simple guide for beginners
What is a Host?
A "host" is a person who provides appointments or services.
Examples of hosts:
- Doctors or nurses at a clinic
- Hair stylists at a salon
- Consultants at an office
- Teachers giving lessons
- Sales staff taking meetings
- Any team member who meets with clients
In simple terms: A host is the person your client will meet with at the appointment time.
What You'll Need:
- The host's full name (first and last name)
- Their contact information (phone numbers and email - optional but helpful)
- A schedule to assign them to (you can do this later if needed)
Step-by-Step Instructions
Step 1: Open the Host Manager
- Look at the blue menu bar at the top of the screen
- Find and click on "Host Manager"
- The Host Manager page will open
Step 2: Understanding the Host Manager Screen
Left Side (Sidebar):
- Shows a list of all your existing hosts (sorted by last name)
- Has a green "+ Add New Host" button at the top
- Click any host's name to edit their information
Right Side (Main Area):
- Shows either a list of all hosts OR
- A form to create/edit a host
Step 3: Start Creating a New Host
- On the left sidebar, click the green "+ Add New Host" button
- A form called "Add New Host" will appear on the right side
- You'll see several empty boxes to fill in
Step 4: Fill in the Host's Information
Required Fields (you MUST fill these in):
1. First Name
- Type the host's first name
- Example: John
2. Last Name
- Type the host's last name
- Example: Smith
Optional Fields (helpful but not required):
3. Middle Name
- Type the host's middle name if they have one
- You can leave this blank if they don't use a middle name
4. Cell Phone
- Type the host's mobile phone number
- Example: 876-555-1234
5. Home Phone
- Type the host's home phone number (if different from cell)
- You can leave this blank
6. Email
- Type the host's email address
- Example: john.smith@email.com
7. Assign Schedule
- Click the dropdown menu
- Select which schedule this host will work on
- (If you haven't created schedules yet, you can do this later by editing the host)
8. Active
- Check this box to make the host active in the system
- Important: Hosts must be marked as "Active" to appear in scheduling
- Leave it unchecked if you're not ready to use this host yet
Step 5: Save the New Host
- After filling in all the information, click the "Create Host" button at the bottom
- A success message will appear
- The screen will return to the host list
- You'll see your new host in the sidebar list
How to Edit an Existing Host
Step 1: Select the Host to Edit
- In the left sidebar, find the host you want to change
- Click on their name
- The "Edit Host" form will appear on the right side with all their current information
Step 2: Make Your Changes
- Change any information you need to update
- You can change their name, contact info, assigned schedule, or active status
Step 3: Save Your Changes
- Click the "Update Host" button at the bottom
- A success message will appear confirming the update
How to Delete a Host
⚠️ Warning: Deleting a host is permanent and cannot be undone!
Step 1: Select the Host to Delete
- In the left sidebar, click on the host you want to remove
- The "Edit Host" form will appear
Step 2: Delete the Host
- Scroll down to the bottom of the form
- Click the "Delete Host" button
- A pop-up will appear asking "Are you sure?"
- Click "OK" to permanently delete
- The host and their schedule assignments will be removed
How to Cancel Without Saving
If you change your mind while creating or editing:
- Click the "Cancel" button at the bottom of the form
- You'll return to the main list view
- No changes will be saved
Understanding Active vs Inactive Hosts
Active Hosts:
- ✓ Checked "Active" box
- Appear in scheduling
- Can receive appointments
- Show up in calendars
Inactive Hosts:
- ☐ Unchecked "Active" box
- Do NOT appear in scheduling
- Cannot receive new appointments
- Good for hosts who are on leave or no longer working
Tip: Instead of deleting a host who might return later, just uncheck their "Active" box!
Quick Tips
- Fill in at least first and last name - these are required
- Add contact information - helpful if you need to reach the host
- Check the Active box - hosts won't appear in scheduling unless they're active
- Assign a schedule - hosts need a schedule to have time slots
- Use inactive instead of delete - for hosts who might come back
- Double-check before deleting - you can't undo a deletion!
Common Questions
Q: Can I have a host without assigning them a schedule?
A: Yes, but they won't have any available time slots until you assign them a schedule
Q: What happens if I make a host inactive?
A: They disappear from scheduling but their information stays in the system. You can reactivate them anytime by checking the Active box again
Q: Can I delete a host who has appointments?
A: Yes, but be careful! This will remove them and their associations. It's better to make them inactive instead
Q: Do I need to fill in phone and email?
A: No, only first and last name are required. But contact info is helpful to have
Q: Can I edit a host's information later?
A: Yes! Just click their name in the sidebar and update any field
Q: How do I know if a host is active?
Back to Top
A: In the edit form, check if the "Active" box is checked
Troubleshooting
Problem: I don't see a "+ Add New Host" button
What to do: Make sure you're on the Host Manager page (click "Host Manager" in the top menu)
Problem: I can't click "Create Host"
What to do: Make sure you filled in both First Name and Last Name (these are required)
Problem: The host I just created doesn't appear in scheduling
What to do: Make sure you checked the "Active" box and assigned them a schedule
Problem: I accidentally deleted a host
What to do: Unfortunately, you'll need to create them again from scratch. There's no undo for deletions
Problem: The success message disappeared too fast
What to do: That's normal - it disappears automatically after 5 seconds. Your changes are still saved