Add or edit a host¶
Use the host editor to maintain a host's identity, site relationship, contact information, notifications, household, vehicles, access credentials, out-of-town schedules, pets, and keys.
Recommended sequence¶
- Complete General information and save the core record.
- Confirm the host's Properties, including the primary property.
- Configure Notification preferences only for valid contact methods.
- Add Family, Vehicles, Access Credentials, Out of Town, Pets, and Key Management records as required.
- Reopen the host and verify the most important saved values.
General tab¶
Profile¶
Enter an accurate first and last name. Add the email, security PIN, address/location, and identification information required by the site's process.
- Use a security PIN that follows site policy and is not easy to guess.
- An email address supports notifications and account-related communication, but does not create a user account by itself.
- Avoid duplicate host records. Search Host Administration before adding someone new.
Options¶
Type and Status classify the host and may determine where the record appears. Other options can include default destination, department, incident association, non-resident status, and E-Pass availability.
Only enable capabilities the host should actually use. Changing a live host's status or type can affect visitor, directory, access, and reporting workflows.
Post access¶
Assign the site posts where the host should be available or operationally relevant. Too little access can make the host difficult to find in post-filtered workflows; too much access can expose or route the record too broadly.
Phone numbers¶
Add current phone numbers with the correct type and usage options. For numbers outside the United States, use international format beginning with + and the country code.
Notification delivery can still depend on consent, opt-in status, module configuration, and provider availability.
Emergency contact¶
Enter a real person and current email or phone number that staff can use during an urgent situation. Do not use placeholders.
Notes¶
Keep notes concise, factual, and appropriate for their intended audience. Use structured fields for status, type, contact, and permissions rather than repeating them in notes.
Secondary address and lease¶
Use the secondary address for a legitimate alternate contact or mailing address. It does not create a property association. Record lease start and end dates where the site uses them, and manage the host's Status separately when the record should become inactive.
Directory¶
Directory Listing controls whether the person is included in directory workflows. Use an appropriate alias and generate or clear the directory code deliberately; changing a code can alter how callers reach the person.
Custom fields¶
Site-defined custom fields may be required by local policy or used by filters and reports. Follow the expected format and avoid duplicating structured information unless the field explicitly requests it.
Other tabs¶
| Tab | Purpose |
|---|---|
| Properties | Associate existing properties or create and associate a new-build property |
| Notification | Control announcement, visitor, package, and scheduling notifications |
| Family | Manage household members connected to the primary host |
| Vehicles | Maintain vehicles associated with the host |
| Access Credentials | Review and manage credentials assigned to the host |
| Out of Town | Record active and historical away periods |
| Pets | Maintain pets connected to the household |
| Key Management | Track keys assigned to or held for the host |
Before saving¶
- Verify the selected site and host.
- Confirm spelling, status, type, primary property, and contact information.
- Review permissions and notification choices for unintended access or messages.
- Do not store credentials, access secrets, or unnecessary sensitive information in notes.