STX Beacon: Setup Appointment Preferences

Setup Appointment Preferences

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. The Booking tab has an option for requiring a Client Name during the Express Booking process. When checked, appointments scheduled using the Express Booking method can be added without having to enter a client name. A Skip button will appear in the client search popup screen to allow ‘skipping’ the client name. When unchecked, a client name will be required for Express Booking. The Skip button will not appear for use in the client search popup screen when using the Express Booking method to schedule an appointment.

Note: The Notification Email template is set up in Setup > Setup Appointment Emails, and you must be subscribing to the Online feature to send Notification emails and texts.

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 the following scenario, 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 Standing Appointment notification email notes all appointments scheduled as part of the standing appointment. The Standing Appointment notification text displays only the first of the standing appointments.

Reminders - Establish times, templates and other appointment reminder information. Appointment Reminder options allow for X Hours or X Days before an upcoming appointment. When selecting the Hours option, the Reminder email / text will be sent the specified number of hours before each upcoming appointment. 

Note: The Reminder Email Template is set up in Setup Appointment Emails and you must be subscribing to the Online feature to send Reminder emails and texts.

When selecting the Days option, you can choose when the Reminder email / text will be sent. Use the Daily Reminders are sent at: drop-down menu to select the specific hour of each day to send the Reminder emails / 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}

Click the Save button to save your changes.

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.

The URL that shows at the top of this screen (Setup Appointment Preferences > Online Booking tab) is your Online Booking URL. This is the link you should embed in your website for your Online Booking page.

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. Online Booking is available for your clients to login 24/7. The Online Booking hours set should be entered to show the times when clients can receive services, if there is availability on the appointment book. Online Booking hours should remain within your normal Company hours. Note: The hours sets are created in Setup > Company > Company Hours.


Allow Appt Cancellations: When checked, allows your clients to cancel any future appointment. 

Allow Appt Changes: When checked, allows your clients to make changes to future appointments which were originally scheduled online, via the Online Booking feature.

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. NOTE: It is recommended the Maximum # of Availabilities be set to a lower number to help ensure only the ‘best fit’ availabilities are displayed online.


Online Booking Login Message

Allows for a custom message to appear when a client goes to your online booking login page. Feel free to change the message at any time, as it is a great way to keep your clients informed.

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.

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