STX Beacon: Setup Workers

Setup Workers

Setup 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 Support department.

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. 

Check the Allow Access checkbox for each individual item within the selected Page Category.

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.

NOTE: If changes are made to a permission set after it has been assigned to a worker record, you must re-apply the permission set to the worker record. Changes to permission sets after being applied to a worker are not retroactive in that the new changes are not updated to the worker record. To re-assign the newly changed permission set to a worker go to Setup > Setup Workers > Worker Setup and click the appropriate worker name from the list.

  • Go to the Profile tab

  • Set the Security Permission drop-down menu to None

  • Click Save

  • Go back to the worker record to the Profile tab

  • Set the Security Permission drop-down menu to the appropriate permission

  • Click Save

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.

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 the initial Save of a new worker record. 

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.

Key pieces of information are as follows: 

  • Start Date

  • Username

  • Compensation Method

  • Worker PIN

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.

Upon Save, the worker with Active Login checked will receive an email to finish setting up the password and answer a security question for the designated username. This email is time-sensitive.

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.  Check the Send Notifications for Booked Appointments checkbox to send the worker a text notification each time an appointment is booked for them. Note: You must enter a Mobile Phone and select a Mobile Carrier. 

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.

Worker Pin (Important Information)

The Profile tab of each Worker record includes a required PIN field that is used on the Time Clock page, so that each worker can only clock themselves in or out, or apply their schedule using their own unique PIN. The PIN is case sensitive and can be all letters, all numbers, or a mix of both.

The PIN is required prior to being able to use the Time Clock.

Display Order arranges the workers to display in a specified order on the appointment booking calendar page, in the worker drop-down menus, and when booking an appointment. If the Display Order has not been specified, the workers will show in alphabetical order by First Name.

View Only My Appointments – Allows the owner to limit workers to seeing only their own appointments on the Book Calendar / Appointment List page. When activated, the Appointment Booking Calendar / List page will limit the worker(s) to viewing only their appointments.

Can View Appt Values / Check Out Totals – Allows the owner to prevent workers from seeing totals for the business on the Statistics line of the Booking Calendar, and totals on the Ticket Details report.

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. Note: The ‘New” button will not be visible on this page. To enter a new worker record, navigate to the Setup > Setup Workers page.

Navigate to Setup Workers > Worker Availability and Goals. 

Select a worker from the list. 

On the worker’s Availability tab, use the Select Level to set the appropriate level for the worker. 

Click Apply Level to implement the selected level for the worker after assigning the appropriate Services, as described at the top of page 32.

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 > 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 in-house and online with the worker.

If None is selected, the system will use the company default hours as defined in Setup > Setup Company > Company Hours.

Note: Hours the worker is available are created in Setup > Setup Company > Company Hours.

Owners that also perform services must have services assigned. The Owner will not display on the appointment calendar and will not be listed when scheduling an appointment if no services are assigned. 

Appointments Services Book Every allows you to set the frequency for when each worker is available for a new appointment, starting with when the worker is scheduled to begin their day. If the worker’s hours start at 9:00 AM and the Book Every is set for 60 minutes, the available times for appointments would be 9:00 AM, 10:00 AM, etc.

Use the drop-down menu to select the appropriate number of minutes. The options will correspond to the Booking Interval as defined in Setup Appointment Preferences > Booking.

When searching for an appointment for the worker, the availabilities will display to accommodate the Book Every setting.

Select Services the worker performs and click the green (+) button to add more. Remove services from the worker by clicking the red (-) button. 

Click the Apply Level button when all appropriate services have been assigned to the worker. 

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 if no changes are made. 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. If you have customized any assigned services, do NOT click the Apply Level button again. 

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 Services > Setup Service. 

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 or contact the Support department.

Click Save to save your changes. Click Cancel to discard your changes.

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