How to Schedule Appointments in PIPPS

Step 1: Open Schedule Appointment

1. Look at the blue menu bar at the top of the screen
2. Find and click on "Schedule Appointment"
3. The Schedule Appointment page will open

Step 2: Choose a Schedule

1. Look at the left side of the screen (the sidebar)
2. You'll see a list of schedule names
   • Examples: "Morning Shift", "Customer Service", "Full-Time Staff"
3. Click on the schedule you want to work with
4. The calendar will appear on the right side

Step 3: Understanding the Calendar

The calendar uses colors to show you what's available:

Moving Between Months:

• Click "< Previous" to go back to earlier months
• Click "Next >" to go forward to later months

Step 4: Pick a Day to View

1. Look for light blue days on the calendar (these have available slots)
2. Click on any light blue day
3. The page will reload
4. You'll see detailed time slots below the calendar

Step 5: Understanding Time Slots

Below the calendar, you'll see a table showing:

• Each host's name
• Their time slots for the selected day
• The status of each time slot (shown by color)

Time Slot Colors:

Step 6: Book an Appointment

To book a time slot for a client:

Opening the Booking Window:

1. Find a green (available) time slot in the table
2. Click on the green time
3. A pop-up window will appear with the title "Book Slot"
4. You'll see:
   • Host: Already filled in (locked)
   • Time: Already filled in (locked)
   • Client information fields ready for you to fill

Option A: Booking an Existing Client

The First Name field works as a search tool!

1. Click in the First Name (Search) field
2. Start typing the client's name (first or last name works)
   • Example: Start typing "John" or "Smith"
3. A dropdown list will appear showing matching clients
4. Click on the correct client from the dropdown
5. The system will automatically fill in:
   • Middle Name
   • Last Name
   • Phone Number
   • Email Address
6. Review the information to make sure it's correct
7. Click the green "Book Appointment" button

Option B: Booking a New Client

If the client isn't in the system yet:

1. Start typing in the First Name field
2. If no matches appear in the dropdown, the client is new
3. Manually fill in the required fields:
   • First Name (required)
   • Last Name (required)
   • Email (required)
4. Fill in the optional fields if you have the information:
   • Middle Name
   • Phone Number
   • Notes
5. Click the green "Book Appointment" button

Other Options:

• Clear Button: If you selected the wrong client or need to start over, click the "Clear" button at the bottom of the form. This will reset all fields.
• Cancel: To close the booking window without booking, click the X or click outside the popup

Step 7: Cancel an Appointment

To cancel an existing appointment:

1. Find the red (booked) time slot you want to cancel
2. Look next to the client's name - you'll see a "Cancel" link
3. Click the "Cancel" link
4. A pop-up will appear asking "Cancel Appointment"
5. The pop-up shows:
   • The host name
   • The time
   • The client name
6. Click "Confirm Cancellation" to cancel the appointment
7. The pop-up will close
8. The page will refresh automatically
9. The time slot will turn back to green (available)

Step 8: Exiting the Program

When you're done scheduling appointments:

1. Look at the bottom of the main content area
2. Find the grey "Cancel" button (also called the Exit Button)
3. Click the "Cancel" button
4. You will be returned to the main menu