Manage staff, PINs and each device

Set up a new host.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone) and enter a manager or admin PIN.
2. 2Go to Staff & PINs.
3. 3Under Host PINs, click + Add host.
4. 4Type their Name and a 4-digit PIN, then click Add host.

Servers need to be added before you can give them sections on the floor.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone) and enter a manager or admin PIN.
2. 2Go to Staff & PINs.
3. 3Under Server PINs, click + Add server.
4. 4Type their Name and a 4-digit PIN, then click Add server.

Someone forgot their PIN.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone) and enter a manager or admin PIN.
2. 2Go to Staff & PINs.
3. 3Click Edit on their row.
4. 4Type a new PIN in New PIN (blank keeps it) and click Save.

• Managers and admins can change their own PIN under Your account with Email me a change link.
• If you're locked out of Admin Settings after wrong PINs, click Email me a PIN reset link.

Someone left, or is on leave.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone) and enter a manager or admin PIN.
2. 2Go to Staff & PINs.
3. 3Click Deactivate on their row to pause them, or the bin icon and Remove host (or Remove server) to remove them.

Their PIN stops working straight away. Past activity keeps their name.

Give someone their own email sign-in.

1. 1Open Admin Settings (admin PIN) and go to Organization.
2. 2Under Management members, type their Invite email, name and a 4-digit PIN.
3. 3Click Send invitation.

They get an email and click Accept invitation. Use Resend or Cancel invite on their row if needed.

Take away someone's sign-in.

1. 1Open Admin Settings › Organization.
2. 2Click Remove on their row and confirm.

• You can't remove the owner or yourself.

Update your own account (managers and admins).

1. 1Managers: Application Settings › Staff & PINs › Your account. Admins: Admin Settings › Your profile.
2. 2Click Email me a change link and open the link from your email.
3. 3Change Name, Sign-in email or New PIN, and click Save changes. For a new password, click Email me a password reset link.

Decide whether seating, cancelling, holds and so on need a name, a PIN or a manager.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone) and enter a manager or admin PIN.
2. 2Go to Action stamping.
3. 3For each action, choose Off (anyone), Name (pick your name), PIN (your PIN), Manager (a manager's PIN) or Don't allow.
4. 4Click Save stamping rules.

• The list covers seating and moving guests, cancelling and no-shows, holds and blocks, fees and refunds (Fees, refunds, cancel with refund, mark paid), waiving payments, messages, member emails, floorplan and booking-rule edits, events and promotional menus, and AI Host changes.
• To stop hosts refunding, set the refunds row to Manager.

A manager's own laptop or phone doesn't need to ask for a PIN every time.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone) and enter a manager or admin PIN.
2. 2Go to My notifications › PINs on this device.
3. 3Click Turn off PINs on this device, then Email me the link.
4. 4Open the emailed link on the same device and click Turn off PINs.

• Click Turn PINs back on to undo. An admin can turn PINs back on for any device in Admin Settings › Organization › Devices without PINs.

Hosts and servers don't sign in or out. The host-stand device stays signed in, and Hostbook asks who's making each change.

1. 1A manager or admin signs in on the device once with their email.
2. 2Add each host and server in Application Settings › Staff & PINs so they have a name and PIN.
3. 3During service, anyone uses the device. When an action needs it, Hostbook shows Select who is making this change.: tap your name and enter your PIN.
4. 4Choose which actions ask in Application Settings › Action stamping.

• There's no switch-user or log-out for hosts; the name and PIN on each action is how changes are recorded.
• Use Sign out (your initial at the bottom of the main menu) only to sign the whole device out.

Hostbook asks who's making the change.

1. 1Tap your name in the list (Select who is making this change.).
2. 2Enter your PIN if asked. For Manager, a manager or admin taps their name and enters their PIN.

• Use your own PIN; don't use someone else's unless they're there making the decision. Tap + Add Staff to add yourself to the list with your PIN.

Change this device to dark or light.

1. 1Open Device settings: on a computer click ⋯ at the far right of the header, then Device settings; on a phone or tablet tap More › Device settings.
2. 2Under Appearance, tap Dark or Light.

• Turn on Schedule appearance to switch automatically at set times. This only changes this device.

Easier reading at a busy host stand.

1. 1Open Device settings: on a computer click ⋯ at the far right of the header, then Device settings; on a phone or tablet tap More › Device settings.
2. 2Under Interface density, tap Accessible (bigger), Comfortable (normal) or Compact (fits more).

Make the screen calmer or faster.

1. 1Open Device settings: on a computer click ⋯ at the far right of the header, then Device settings; on a phone or tablet tap More › Device settings.
2. 2Under Animation & motion, choose Fast, Balanced, Polished or Cinematic, and Reduce motion if you like.

Choose a dial or a quick-pick list for times.

1. 1Open Device settings: on a computer click ⋯ at the far right of the header, then Device settings; on a phone or tablet tap More › Device settings.
2. 2Under Reservation time picker, choose Time Dial, Flat Dial or Quick Pick.

• 12- or 24-hour time is set for the whole venue in Application Settings › Display & guidance.

Set up every host-stand tablet the same way.

1. 1Open Device settings: on a computer click ⋯ at the far right of the header, then Device settings; on a phone or tablet tap More › Device settings.
2. 2On the device that's set up, click Save to template at the bottom, name it, and click Save template (a manager approves).
3. 3On the new device, open Device settings and click Load from template, then pick it.

Get alerts on your phone or computer (managers and admins).

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone) and enter a manager or admin PIN.
2. 2Go to My notifications.
3. 3Under This device, click Enable push on this device and allow notifications when the browser asks.
4. 4Under In-house notices, switch on Push for the alerts you want (VIP tag, Large party, Allergy notes…), then Save notifications.

• On an iPhone or iPad, first add Hostbook to your Home Screen (Share › Add to Home Screen) and open it from there.

If this doesn't work: If push won't turn on, allow notifications for Hostbook in the browser's site settings (or iOS Settings) and try again.

Pick the alerts that show in the header bell and on push.

1. 1Open Application Settings (main menu › gear icon, or More › Application Settings on a phone) and enter a manager or admin PIN.
2. 2Go to My notifications › In-house notices.
3. 3Switch In-app and Push on or off for each kind.
4. 4Click Save notifications.

• Each manager sets their own.