STX Beacon User Guide Setup
Table of Contents 3 Setup Company 3 Setup Clients 6 Setup Appointments 9 Setup Service 12 Setup Inventory 14 Setup Packages 15 Setup Workers 22 Setup Tickets 23 Setup Emails 2
Main Menu: Setup Correct data set-up is the cornerstone to effective use of any software. Tap Setup in the Main Menu to review each Setup area and input information specific to the way you do business. Note: Memberships setup and tracking is detailed in a separate guide. If you would like a copy, please visit the B e a c o n R e s o u r c e p a g e o n o u r w e b s i t e a t www.stxsoftware.com or contact the Solutions department. Main Menu: Setup: Company Company Info - Set up general information about your company. Allows a logo to be uploaded, with a maximum file size of 1 MB. Company Hours - Allows multiple sets of hours to be created for the company, individual workers, and for client self-booking online. Postal Codes - Allows you to create a listing of postal codes specific to your local area. Please note that postal codes are not pre-loaded. Payment Types - Allows icons to be uploaded, with a maximum file size of 100 KB. NOTE: Payment Types allows you to apply a sort order that determines the order in which the payment types will appear on the Ticket. Sort order #3 is already in use by a system payment type used for redeeming package services, and should not be used to set your own sort order. Main Menu: Setup: Clients Clients This area refers to information you wish to gather and track for your client or guest records. 3
Client Fields - Set preferences for allowing the Quick Add client card for a new client, as well as which fields will be required as entries on both the Quick Add and full Client Cards. Quick Add will allow you to enter only the required fields marked in this area when you have a new client, so you can quickly move through the booking or ticketing process - knowing you will complete the Full Client Card information at a later time. Visit Types allow you to track a client s visit, and is set on each appointment and ticket transaction. Note: This is a client visit type, not a worker visit type. All workers associated with a visit (appointment and/or ticket transaction) will be accredited for the same client visit type. Add the Name of the Visit Type, and check the Active checkbox to enable the visit type for selection. Uncheck the Active checkbox to disable the visit type from being selected. Once a Visit Type has been selected for an appointment and/or ticket transaction, it is not recommended you change the name. Create a new Visit Type instead. 4
Client Flags - Create Client Flags to use for filtering clients by criteria for future emailing and reporting. Occupations - Create a list of client Occupations to use for filtering clients by criteria for future emailing and reporting. 5
Mobile Carriers - List of mobile carriers used by your clients must be activated to allow text messages to be sent via the Beacon system. Click the green + sign to add a new mobile carrier to your list. Mobile Carriers are included for United States, Canada, United Kingdom, and Bermuda. Main Menu: Setup: Appointments Appointments Beacon s electronic version of a paper appointment book needs to know certain information about your schedule and how you would like your clients notified of their appointments. Booking - Establish booking interval minutes, how many availability options you would like displayed when booking, whether to display those availabilities in Chronological Order or in Ranking Order, and set appointment notification information. Note: The Notification Email template is set up in Setup: Emails, and you must be subscribing to the Online feature to send Notification emails and texts. 6
If the selection is Ranking Order, the system will 'rank' appointment times into a 'best fit' sort order, and display the available times in ranking order in the appointment booking process. Ranking Scenarios: Each of the following scenarios is given 1 point to determine ranking, and where an available time meets more than one scenario, the points will be added together. The higher the number, the higher the ranking. An appointment may meet the criteria of more than one category. The start time of an appointment is at the beginning of the worker s hours. The end time of an appointment is at the close of the worker s hours. The start time of an appointment is touching the end of a previous appointment or book out time. The end time of an appointment is touching the beginning of the next appointment or book out time. The appointment will fit inside the 'available for other work' interval of another appointment. In this scheme, any given appointment would have at most a ranking value of 3: The start time of the appointment is touching a previous appointment / book out time, or the beginning of the day, AND The end time of the appointment is touching a subsequent appointment / book out time or end of the day, AND The appointment fits inside the 'available for other work' interval of another appointment. Text Notifications Insert special substitution variables into the Text Message field, along with your regular text, to have specific information about each recipient included in the text message. Client First Name: {!Client.FirstName} Client Last Name: {!Client.LastName} Appointment Date & Time: {!Appointment.DateTime} The following are examples of a Notification email sent immediately after booking an appointment online, booking a regular appointment in-house, and booking a Standing appointment. Regular Appointment Standing Appointment The Standing Appointment notification email notes all appointments scheduled as part of the standing appointment. 7
Reminders - Establish times, templates and other appointment reminder information. Note: The Reminder Email Template is set up in Setup: Emails and you must be subscribing to the Online feature to send Reminder emails and texts. Text Reminders Insert special substitution variables into the Text Message field, along with your regular text, to have specific information about each recipient included in the text message. Client First Name: {!Client.FirstName} Client Last Name: {!Client.LastName} Appointment Date & Time: {!Appointment.DateTime} Online Booking - Establish booking options and display options for your clients who are booking appointments online. Note: you must be subscribing to the Online feature. 8
Booking Options Booking Window Starts: indicates how many hours/days from now will online booking search for available times for appointments. Booking Window Ends: indicates the cutoff in hours/days when online booking will stop searching for available times for appointments. Hours for Online Booking Select the appropriate hours set from the drop-down menu for when your clients are allowed to book appointments. Note: The hours sets are created in Setup: Company: Company Hours. Display Options Show Total Price: when checked indicates the total estimated price of the service(s) being requested online will display. Show Total Duration: when checked indicates the total estimated duration of the service(s) being requested online will display. Maximum # of Availabilities: enter the maximum number of available times you wish to display to the client searching for an appointment online. The Online Booking system uses the Maximum # of Availabilities to determine how many availabilities need to be ranked. The system with then 'rank' the available appointment times into a 'best fit' sort order, but display the available times in chronological order. It is recommended the Maximum # of Availabilities be set to a lower number to help ensure only the best fit availabilities are displayed online. Booking Restrictions: Do Not Book The message will appear to a client flagged with the Do Not Book restriction while attempting to book an appointment online. A generic message is included for your use. You will need to insert your company name and company phone into the message in the appropriate places. Feel free to edit the message as desired. Main Menu: Setup: Service Service - Track all the services your company can perform. Setup Resources and assign to services to prevent overbooking the resources you have available. 9
Service Groups - Create a listing of Service Groups. These are general categories of your service types that will be used for tracking and reporting purposes. Client Facing Info refers to the information the client will see when booking this appointment online. Note: you must be subscribing to the Online feature. To add a color to the Service Group, click the Color box to the right of the service group Name. A color picker will appear, where you will select the desired color. Once a color is selected from the picker, the fill color with the assigned hex code information for that color will be displayed in the Color box. The service group color applies to all associated services. The services will show with the selected color when displayed on the appointment booking calendar. Resources - Create a listing of service Resources. These are items which would be required in order to perform services. Assign the appropriate Number Available for each Resource Name. Services - Lists all Services by Name and displays Duration 1 time along with base Price. The Service list will display up to 10 Services on a single page. If you have more than 10 Services, use the pagination link below the list to advance to the Next page or return to the Previous page. Create a New service or Edit an existing one. The Service Edit page will appear. 10
Service Edit - Name the Service and assign it to a Group, and enter basic information, including price and timing. Timing - Each service allows 3 separate time durations, plus an extra buffer afterwards. Duration 1 is required, and the other fields can be left blank if necessary. Available for other work allows the associated duration to be double-booked, indicating the service provider is available for an appointment during the flagged duration. Client Facing Info refers to the information the client will see when booking this appointment online. Note: you must be subscribing to the Online feature. Resources - Assign resources required to perform the service. A good example of a Resource is for Massage services. Massage services are usually performed in a specialized Massage Room. Sometimes a Massage service can also be performed in a Facial Room. The worker would prefer to perform the Massage service in the Massage Room, but if the room is not available, the worker would be able to perform the Massage service in the Facial Room. If you only have 2 areas available to perform Massage services, the Book Appt method of scheduling will prevent booking a 3rd Massage beginning at the same time as 2 other Massage services taking up the available areas. Options for using Resources are: None: The service does not require any resources when performing the service. Any: The service requires any of the 1 or more added resources to perform the service. A Priority can be set to determine which Resource should be used before the others. All: The service requires all of the 1 or more added resources to perform the service. An example would be a Treatment Room AND a portable Laser Machine. There is no Priority setting. Click the green (+) button to add a Resource. Click the red (x) button to remove a Resource. Set the Use drop-down menu to None to remove all assigned Resources. 11
Main Menu: Setup: Inventory Inventory - Inventory includes all products sold and consumed within your business. Suppliers - When clicking Suppliers, the Supplier list page will appear. Click the New button to create a new supplier, or click the Edit link to edit an existing supplier. The Supplier Edit page will appear. Input the details on Suppliers from whom you purchase products. Inventory Groups - Create a listing of Inventory Groups that represent categories of products. Indicate if each is taxable and set the listing order for reports and other program areas where Inventory Groups will be listed. Product Lines - Add or edit product lines for the brands of product you have in inventory. 12
Enter Product Line names, select the associated Inventory Groups, and enter appropriate Units of Measure. Products - Add or edit products within specific Product Lines and Inventory Groups. Expand the Inventory Group to edit an existing product within the group. Click New Product to enter a new product within the Inventory Group. Record product Name, SKU #, Size, Active or Taxable status, Quantities, Cost and Price values. Add the appropriate Suppliers. Change the Product Line or Inventory Group when necessary. Click Save & New to continue entering products. Click Save to leave the Product Edit page. 13
Main Menu: Setup: Packages Service Packages - Create packages of services, including the number of repetitions for each service, with or without discounts. C l i c k a n e x i s t i n g Package name hyperlink, or click the New button to create a new package. Enter the Name of the new Package. Select Online options and enter deposit information. Select a Service from the drop-down menu and enter the number of Reps (repetitions) for the service. The Price Each will display according to the regular price of the service, multiplied by the number of reps. Edit the Discounted Price as necessary. Add or remove services as desired by clicking the green (+) or the red (x) buttons. Package Value before Discounts reflects the total package value - the sum of price each for all services selected, multiplied by the number of reps. Discounted Package reflects the total discounted package value - the sum of discounted price for all services selected, multiplied by the number of reps. Selling Packages is detailed in the Tickets chapter of the Beacon User Guide. Redeeming and tracking of Packages is detailed in a separate guide. If you would like a copy, please visit the Beacon Resource page on our website at www.stxsoftware.com or contact the Solutions department. 14
Main Menu: Setup: Workers Workers - Establish permissions sets for security to different pages and items, create compensation scales and methods, determine periodic goals calculations, and set up each worker s information, availability, and profiles. Note: Goals setup and tracking is detailed in a separate guide. If you would like a copy, please visit the Beacon Resource page on our website at www.stxsoftware.com or contact the Solutions department. Security Controls - The ability to control the access to specific types of records. Records options include Appointment/Ticket and Client. Appointment/Ticket indicates Appointments and entire Ticket related access. Client indicates all Client Card related access. Access options include Public and Private. Public access indicates records are shared with all workers who have an Active Login. Private access indicates each worker with an Active Login is allowed access to only their related records. Setup Permissions - Create permission sets for securing access to specific pages of the system. Click New and name the permission set. Select each Page Category and check the pages you wish to give access to. Click Unselect All to remove access from each page within the selected Page Category. Click Select All to allow access to each page within the selected Page Category. 15
Compensation Scales - Create different scales to be added to the Compensation Methods. Click New and name the scale. Add appropriate tiers to the scale. Cap the scale on the last tier by typing six 9s. Select whether the scale will be on a Zero basis or a Step basis. Zero-based scales will calculate the higher percentage for the entire amount going back to 0. Step-based scales will calculate the higher percentage at each tier, adding the results together. Compensation Methods - Create methods for compensating each worker at the end of a pay/compensation period. Click New and name the method. Add the appropriate steps to the method. Click Update Sample Calculation to view a sample calculation next to each step, then review to ensure the method is set up according to your needs. 16
Worker Setup - Lists all workers, including the owner, and displays phone numbers. Active Login indicates the worker is allowed to log into the Beacon system. Uses Time Clock indicates the worker does not have login ability, but can clock in and out via the Time Clock feature. Click the worker Full Name hyperlink to view or edit the worker record. Click New to add a new worker. The system must qualify the new worker record with key pieces of information being saved prior to setting up the rest of the worker record. All other information added to the worker record will be discarded upon Save. Contact tab Key pieces of information are as follows: First Name Last Name Primary Email Time Zone Do not click Save. Go immediately to the Profile tab. 17
Key pieces of information are as follows: Start Date Username Compensation Method The Username for the worker must be formatted like an email address. However, it does not have to be an actual valid email address, and does not have to end with stxbeacon. As long as the username contains the @ and the dot (. ) with no spaces or other special characters, it will be in email address format. Click Save to save the key pieces of information necessary to qualify the new worker record. The Worker Setup list page will appear and will include the newly created worker record. From the worker list, click the newly added worker Full Name hyperlink to finish setting up the worker record. Contact tab - Enter remaining contact information for the worker. If at some point in the future the worker changes the Primary Email address, they will receive an email to confirm the change. The email will be sent to the newly changed email address. WARNING: The link to confirm the new email address will expire 72 hours after receipt of the email. 18
Profile tab - Enter the remaining profile information for the worker, including Worker Role, Security Permissions, and the Merchant Account information when applicable. Enter appropriate Compensation values. Add a Profile Picture and Worker Notes. Check Active Login if the worker will be allowed to log into the Beacon system. Uses Time Clock is checked when an individual worker is not checked for Active Login, but needs to use the Time Clock feature for clocking in and out each day. Allow Retail Sales is used for connecting a worker name to walk-in retail sales where an individual worker is not checked for Active Login. The worker will use the Username when logging into Beacon. In order to login with the Username, Active Login must be checked on the worker record. Just after setting up or changing the Username for a worker with Active Login checked, the worker will receive an email from salesforce.com. The email will be sent to the worker s primary email address and contains a link for setting up the login password. WARNING: The link will expire 72 hours after receipt of the email and cannot be resent. Click Save to save the additional Contact and Profile information. The Worker Setup list page will appear and will include the newly created worker record. From the worker list, navigate back to the Setup: Workers menu. Worker Availability and Goals - Establish availability with working hours and services for each worker, as well as periodic goals. From the Setup: Workers menu, click Worker Availability and Goals to complete the worker setup information. The worker list will appear. 19
Click the worker Full Name hyperlink to set availability and goals for the newly created worker, or to view/edit an existing worker record. Note: The New button is not visible on this page. To enter a new worker record, navigate to the Setup: Workers: Worker Setup page. Availability tab - set up availability for each worker according to schedules for both in-house and online appointments, and the services the worker performs. Select the Hours Available for the worker to determine availability for appointments that are booked both inhouse and online with the worker. If None is selected, the system will use the company default hours as defined in Setup: Company: Company Hours. Note: Hours the worker is available are created in Setup: Company: Company Hours. Appointments Services Book Every allows you to set the frequency for when each worker is available for a new appointment. Use the drop-down menu to select the appropriate number of minutes. The options will correspond to the Booking Interval as defined in Setup: Appointments: Booking. When searching for an appointment for the worker, the availabilities will display to accommodate the Book Every setting. 20
Select Services the worker performs and click the green (+) button to add more. Remove services from the worker by clicking the red (-) button. Customize selected services by clicking the Customize link. Enter custom values per each service per each worker. Beacon will revert to using the information in service setup for custom fields left blank. NOTE: If you are checking a particular duration as Available for Other Work, you must also enter the duration minutes. Beacon will consider a blank Available for Other Work duration as having 0 minutes, which will affect how the appointment is booked. Available Online, when checked, indicates the worker can be scheduled for the selected service via Online Booking as long as the selected service is also checked to be available online in Setup: Service: Services. If a selected service is checked to be Available Online, but the service itself is not checked to be available online, the selected service is prevented from being scheduled via Online Booking. Service Fee is either an amount or a percentage. Service fees can be either deducted or added to the Compensation Method for the worker. Goals tab - Goals setup and tracking is detailed in a separate guide. If you would like a copy, please visit the Beacon Resource page on our website at www.stxsoftware.com or contact the Solutions department. Click Save to save your changes. Click Cancel to discard your changes. 21
Main Menu: Setup: Tickets Ticket Preferences Enter Sales Tax values applicable to the business for Service and Retail tax. Merchant Accounts Prior to p r o c e s s i n g p a y m e n t s electronically, your Merchant information will need to be entered into this area. Select the appropriate Payment Gateway. Enter the Merchant Account ID and Key information for In-Store and/or Online credit card processing. For information on the credit card merchant gateway, please contact STX Software. Check the Test checkbox to send credit card transactions to a test account, rather than to the business account. When you re ready to have transactions posted to the business account, be sure to remove the check on the Test checkbox. If the Test checkbox is checked, no deposits will be made for credit card transactions. Cash Drawers: Each computer running Beacon using an Internet browser that is used for entering tickets is considered a register and should have an associated Cash Drawer. Add cash drawers by clicking the green (+) button, assign a unique Drawer # and Drawer Name. A drawer name example might be Front Desk Right. To remove a drawer no longer in use, uncheck the Active checkbox. Device Configuration: Allows assigning credit card readers and cash drawers to each individual computer. NOTE: If you have multiple computers, you will need to configure the items on each computer separately. Select the appropriate Credit Card Device for processing credit cards on the computer. Select the appropriate Cash Drawer for the computer/mobile device. Select the appropriate Cash Drawer: Connection Type for computer. Selecting the None option will alert the system that the ticket payments should be tracked through the drawer, but one is not physically connected. 22
Main Menu: Setup: Emails Email List - Add new or edit previously set up email templates. Used for sending appointment emails. We have the ability to add a Confirmation link to the appointment reminder email. When the client receives the reminder email with the confirmation link, they will be able to click the link to confirm the appointment. Beacon will then mark the appointment with the status of Confirmed. If you do not have an email template named Appt Reminder with Confirmation, and you would like to have one added, please contact the Solutions department. To create a new email template, press the New button to enter the desired information. The following screen is an example of a new blank template. Enter information for the email: Email Template Name Description Subject Check the Available For Use checkbox if the email template will be ready to start sending right away. Format the body of the email and upload images using the HTML Value bar. 23
Use the image uploader tool to upload an image or logo. If you have a company logo uploaded in Setup: Company: Company Info, you can copy the logo image from Company Info, and paste it directly into the email template. Insert special substitution variables to have specific information about each recipient included in the body of the email. Client First Name: {!Client.FirstName} Client Last Name: {!Client.LastName} Appointment Date & Time: {!Appointment.DateTime} Click Send Test Email to send a test of the email template to confirm the template settings are appropriate for sending to everyone else. The test email will be sent to the logged in user s email address. Customize the Refer A Friend email which is sent to prospective clients through the Refer A Friend process. The Refer A Friend process and tracking is detailed in a separate guide. If you would like a copy, please visit the Beacon Resource page on our website at www.stxsoftware.com or contact the Solutions department. 24