STX Beacon: Appointments

Using Appointments

To begin using the appointment function, navigate to Home and click Appointments.

Note: Online Booking is detailed in a separate guide. If you would like a copy, please visit the Beacon Resource page on our website or contact our Support department.

Booking Calendar

The Booking Calendar is a graphical display of the appointment services scheduled for a selected date, with Book Appt and Book Standing buttons for the scheduling of new appointments. Performance statistics are also displayed across the top of the booking calendar.

The Booking Calendar displays the service group color for services belonging to the group. 

For example, all ‘nail’ services associated with the Nail service group will display with the yellow color. 

The color bar on the left-hand margin of the appointment is the Status color of the appointment.

Worker - Select an individual Worker to view either the One Day or One Week views. Note: The One Week view requires a Worker selection. The worker columns stay in position each time a new appointment is booked and will display in the specified display order as defined on the Worker Setup > Profile page. If the Display Order has not been specified, the worker columns will display in alphabetical order by First Name.              NOTE: Worker columns are in worker sort order as defined in Setup > Workers > Worker Setup.

View - Select One Day, One Week or One Weekday.

Show Completed - when checked, includes completed appointments on the Booking Calendar and List. This checkbox is auto-checked by the system. 

Show Canceled - when checked, includes canceled appointments on the Booking Calendar and List. This checkbox is not auto-checked by the system.

Book Appt - Click this button to book a new appointment for a client. There is no need for you to have to search day-by-day for an opening. The system does the searching for you!

Book Standing - Click this button to book a new Standing (recurring) appointment for a client. 

Book Out Time - Click this button to book time out for a worker where an appointment should not be scheduled. Use Book Out Time to book out for lunch or a meeting. The Book Out Time does not affect the productivity % rate for the worker. 

Waiting List - Click this button to view the clients added to the Waiting List, or add a client waiting for an open appointment time. The Waiting List 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 Support department.

Message Board - Allows the entering of notes assigned to each specific date. 

The Appointment List displays the appointments in chronological order and allows viewing, rescheduling, and checking in or checking out appointments. 

Service DurationsAvailable for other work service durations are displayed on the Booking Calendar window with a 50% color transparency.

This distinction makes it easier to determine where the worker is busy versus where time is available to fit in another appointment.

In the pictured example, the middle segment of the appointment is at 50% color transparency, indicating the segment is available for double-booking.

Click any appointment to open the Appointment Detail page.

Appointment services that are not yet checked in will display additional buttons at the bottom of the Appointment Detail page.

Viewing Options

One Week View - See the appointments on the Booking Calendar and list page for an entire week. 

Weekday View – See the appointments on the Booking Calendar and list page for all of the same weekdays in the month.

Note: A Worker must be selected before viewing One Week or One Weekday.

With each viewing option, the Booking Calendar and Appointment List will refresh to display the appointment services scheduled for the selected date.

Use the Select Date calendar image to jump to a specific date, whether in the past or the future.

Use the number (1-8) buttons to jump ahead that number of weeks from the selected date.

Click the Today button to return to the current date.

Select an individual Worker in order to have the One Week or One Weekday view displayed.

Change the View options for a One Day, One Week or One Weekday view. 

A gray Divider Line extends across the entire Booking Calendar and indicates the current clock time — you can see at a glance exactly where you are in your day. The divider line will only appear on the One Day view for the current date.

The Book Standing feature adheres to local seasonal time changes. All standing appointments booked before and after a seasonal time change are displayed and booked at the appropriate scheduled time. 

Book Appt - Respects Resources. Click to schedule a new appointment for a new or existing client. 

Book Standing - Respects Resources. Click to schedule a standing appointment for a new or existing client.

Book Out Time - Click to book time out for a worker. Select a Start Date, Start Time, End Time, and Worker. Add any necessary notes and click Save. The selected worker will be ‘booked out’ based on the selections.

Waiting List - Click to open the Waiting List page. Note: Waiting List functionality is detailed in a separate guide. If you would like a copy, please visit the Beacon Resource page on our website or contact the Support department.

Appointment Statistics featured across the top of the calendar include:

# Workers - Total number of workers displayed in the current view.

# Appointments - Total number of appointment services scheduled in the current view. 

% Rebooked - Percentage of services rebooked from previous visits for the current view.

% Busy - % of busy ‘booked’ time compared to # of hours available for the current view. If there are appointments where there are no available (open) hours, N/A will display.

$ Booked - $ value of appointment services scheduled in the current view.

$ Ticketed - $ value of completed services in the current view. 

          • $ Ticketed will appear when the Show Completed Appointments box is checked.

Appointment List

The Appointment List shows a chronological listing of appointment services scheduled for a selected date. The list is displayed directly below the Booking Calendar. 

Action - Allows viewing, rescheduling, checking in and checking out appointments. 

  • Click the ‘magnifying glass’ icon to open the Appointment Detail page. 

  • Click the ‘calendar’ icon to Reschedule the appointment.

  • Click the Check In button to check in an appointment. The button will toggle to Check Out.

  • Click the Check Out button to check out an appointment. The button will go away when an appointment is completed. 

Appointment Note - Hover over the appointment note to view. The note can be edited/removed in the Appointment Detail page.

Appointment symbols will display on an appointment for the following:

  • Asterisk (*) if the client is scheduled for more than one service.

  • Music Note if a note has been added to the appointment.

  • Hashtag (#) if the appointment is part of a Standing appointment.

  • Double-Dagger (‡) if the service is flagged with Preferred Duration.

The color of the appointment is related to the Service Group color as defined in Setup > Setup Services > Setup Service Groups. 

The color of the bar displayed on the left-hand margin of an appointment is related to the Status of the appointment. Status colors are described in Setup > Setup Appointment Preferences > Booking.

Book a New Appointment

Tired of looking for an available appointment time with a day-by-day calendar search? 

Search no more! When you click the Book Appt button, Beacon does all the search work for you.

Search for an existing client, or click the New button to enter a new client record.

  1. Appointment Search Start Date - Select a starting day using the date field, or use the number buttons to advance that many weeks into the future from the selected date.

  2. Appointment Details - Select a Visit Type, and enter any necessary Appointment notes

  3. Services - select the Service Group, the actual Service, and the Worker to perform the service.

  4. Click the Search for Appointment button. The appointment Date/Time will be listed in either Chronological Order or in Ranking Order, depending on the setting chosen in Setup > Setup Appointment Preferences > Booking. 

  5. Appointment Search Results - Select the desired date and time for the appointment, and click the Schedule Appointment button. The new appointment will be booked at the selected date and time.

    Click Cancel to cancel the booking process. Click Add to Waiting List to add the client’s appointment request to the waiting list page.

Book a Package

Click the Book Appt button so that you are on the booking page, as described in the previous section.

Each Package name is listed in the service group drop-down menu, and are listed below the service groups.

After selecting the service Package name, each service within the package will automatically appear. If the package has only a single service with multiple reps, only that service will appear.

Select the appropriate worker to perform the service, and search for available appointment times.

If the client has never purchased the Package associated with the selected services for the appointment, or no longer has available services from a previously purchased Package, the system will automatically include the ‘sale’ of the package on the client’s ticket upon check-in. The ticket will ‘redeem’ the package services on the same ticket.

The appointment detail page displays booked Package information, as well as one of four stratified Client flags while allowing you to select a Visit Type from what has been created in Setup > Clients > Visit Types. 

Stratified Client Flags are auto-checked by the system and include:

  • Rebooked: If a client has a visit on 9/1, and also has a new future appointment that was created on 9/1, the future appointment is considered rebooked.

  • New Visit: When the appointment is the first one for the client.

  • Standing Visit: When the appointment is part of a standing appointment for the client.

  • Booked Online: When the appointment was scheduled online by the client.

If an appointment is flagged as Booked Online, the Visit Type drop-down menu will default to ‘blank’ in order for you to make your own selection.

Package Booking: When the appointment service(s) were scheduled as part of a package booking.

If the appointment service(s) were scheduled as part of a package booking, the Package name will display next to each package service.

Appointment Details

Click an existing appointment to view the Appointment Detail page.

  • Date the appointment was created and last modified.

  • Date of the client’s scheduled service appointment after the current appointment.

  • Current status of the appointment.

  • Visit Type and appointment Notes of the appointment, and may be adjusted.

  • Resources required to perform the service(s), if any.

  • If client is checked in, Ticket # will appear - click to view ticket.

  • Client’s primary phone number and email, if on record.

  • Logged-In Worker’s name next to Created Date and Last Modified Date

The Appointment Detail page will alert you if the page isn't saved after editing. The alert allows you to Leave Page, which will discard all edits and return you to the last viewed calendar page. Clicking Stay on Page allows you to Save all edits, as shown in the following image. 

Appointment services that are not yet checked in will display additional buttons at the bottom of the Appointment Detail page.

  • Click the Check In button to check in an appointment.

  • Click Rebook or Book Appt buttons to schedule another appointment for the client.

  • Click Reschedule to reschedule the current appointment.

Future appointment services will display options for sending Reminder Email and/or Reminder Text.

  • Click Send Reminder Email to have an appointment reminder sent to the client’s primary email address.

  • Click Send Reminder Text to have an appointment reminder sent to the client’s mobile phone.

  • Click Modify to modify the appointment’s Start Time, Add / Remove Services, or select different Worker(s) for the service(s). The following page will appear.

The Modify appointment page allows you to edit the Start Time of the appointment, Add/Remove Services , and adjust the service Duration(s) and Available flags specific to each individual appointment. 

Resizing an appointment service from the Booking Calendar where the service has an Available duration will remove the available durations and prevent double-booking. Using the Modify button is a way of resizing the service durations and keeping the available durations intact, preserving the ability to double-book. 

Modifications are allowed for the following durations:

  • Duration 1 minutes

    • Available checkbox for duration 1 (when checked, allows double-booking)

  • Duration 2 minutes

    • Available checkbox for duration 2 (when checked, allows double-booking)

  • Duration 3 minutes

    • Available checkbox for duration 3 (when checked, allows double-booking)

Buffer After will display the buffer minutes assigned to the worker’s service, and is read-only. 

The Total Duration minutes will also include the Buffer After minutes.

The Duration minutes must be in increments of the Booking Interval, as defined in Setup > Setup Appointment Preferences > Booking.

Click the Save button to save the modifications to the appointment service(s).

Click Cancel to discard the changes and close the page.

Modifying the appointment could cause overbooking and/or conflicting appointments.

NOTE: Modifying an appointment ignores the worker and service resource availability, and could cause overbooking either the worker or the service resource.

Canceling an Appointment

To Cancel an appointment, click the appointment to open the appointment detail page.

Use the Status drop-down menu to select the Canceled status.

Click Save to close the page and continue with the cancellation process.

To view the Canceled appointment, check the Show Canceled checkbox on the Booking Calendar / Appointment List page, and the canceled appointment will appear.

Express Booking

Express Booking is a pop-up screen activated by clicking on any time slot in the Time column, or by clicking on any time slot in a Worker column on the Booking Calendar.

The client Search pop-up screen will appear. The Search field is ready for you to look up a client, and responds to using the Return / Enter key on your keyboard so that you don’t need to click the Search button. 

If the Express Booking does not require a client name preference has been checked in Setup > Setup Appointment Preferences, the client search box appears with a Skip button which allows you to complete the Express Booking process without adding a client. Click the Skip button to continue with the Express Booking process without associating the appointment with a specific client.

Click the New Client button to enter a new client into the system. NOTE: The Setup Clients preferences for requiring information with the Quick Add of a new client are ignored. Only the Client Name is required.

Click the Cancel button to cancel the Express Booking process.

If a time slot on the Time column was clicked, the Express Booking screen defaults to the date and time selected for Express Booking. The Time field allows changes, including times before ‘now’ but not prior to ‘today’. 

The client’s Mobile Phone, Mobile Carrier and Primary Email are displayed and allow changes. Changes will update the client record upon Save, including updating the preferences for Notifications and Reminders. 

If a time slot on a Worker column was clicked, the Express Booking screen not only defaults to the date and time selected for Express Booking, but also the Worker that was selected. The services assigned to the selected Worker will display. 

Click the green + button to add worker services to the appointment. When more than one worker’s services are listed, a red x button will appear for removing worker services from the appointment. 

Optionally, select a Visit Type and/or enter any Notes to be associated with the appointment.

Click the Save button to save the appointment. The appointment will appear on the Booking Calendar page. Click the Cancel button to cancel the Express Booking process.

  • Express booking will display an alert if Required Resources are Unavailable at the time of appointment with options to Book Anyway or Cancel.

  • Package Booking is only part of the Book Appt / Book Standing functionality. 

Moving an Appointment

To move an existing appointment, click (or press) and drag the appointment to the desired time slot, moving in the same worker column, to a different worker column, or even to a different day.  To move an appointment to a different day, you must be viewing the appointment calendar for One Week for a single worker.

NOTE: Moving an appointment ignores the worker and service resource availability, and could cause overbooking either the worker or the service resource. Only appointments on or after ‘today’ can be moved. Completed appointments are prevented from being moved.

Resizing an Appointment

To resize an appointment, use the Resize tool (black down arrow) to make the length of the service either longer or shorter. The resized service duration is client specific and will not affect other clients, services, or workers.

NOTE: Resizing an appointment ignores the worker and service resource availability, and could cause overbooking either the worker or the service resource. Only appointments on or after ‘today’ can be moved. Completed appointments are prevented from being moved.

Resizing an appointment service with an ‘available for other work’ duration will no longer display with the available segment, and will no longer be considered for double-booking. Use the Modify button in the Appointment Detail page to reassign the ‘available for other work’ durations.

Mobile “Swipe”

When swiping to scroll on the Booking Calendar using a mobile device, the Beacon System displays an alert if you accidentally swipe an existing appointment to a new time slot. 

Click the Cancel button to preserve the appointment’s original time. Click the OK button to move the appointment to the new time slot. 

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