STX Desktop: OLS Online Booking

Logging In for Online Booking

New Guest Registration

If the client is a first time visitor to your business and would like to book an appointment online, they will click the New Guest button. Only clients who do not already exist in your STX database are considered a new guest.

The new guest will be asked to enter an email address. If the new guest enters an email address NOT already existing in your STX client records, click Continue to begin the registration process.

If the new guest enters an email address already existing in your STX client records, they will be notified. 

Click OK to login, or start over with the New Guest registration process.

If the client is already in the STX database and they have an email address on file, they are already registered to use the Online Booking system. 

If the client is already in the STX database but they do not have an email address on file, they are instructed to call so the email address can be added to their profile. 

Duplicate client records will be created in STX if a current client completes a New Guest registration because of a different email address. 

If the client is indeed a new client to your business, they will complete the registration.

Fields marked with a red * indicate the information is required to complete the registration process.

*Confirm Email – Retype the email address being registered. 

*Password – Type an 8-character password, which must include at least 1 number.

*Confirm Password – Retype the password.

While the physical address is not required, it is recommended the client enter the information for your records. At least one phone number is required to complete the registration process.

A verification code will be emailed immediately to the address being registered.

Entering the verification code using the Copy/Paste method ensures the code will be entered correctly.

The verification code contained in the image is an example and is not the same code the client will receive. 

To complete the registration, highlight the verification code received in the email, and under the Edit menu, select the Copy option. 

Paste the verification code into the field, and click Register

Once the registration is complete, the new guest will be able to log into the online booking system.

After the new client registers online, a client card will automatically be created in STX. An email will be sent to the company email address to notify you of the new client registration. 

If your online setup is set to approve all new client registrations, the new guest will not be able to book an appointment online. You must approve the new guest. 

NOTE: You will not be able to book the new client through STX Appointments until the new guest has been approved for booking. 

Approving New Guest Registration

Go to Client Cards and search for the new client. On the Client Info tab, look in the Booking Restrictions area. 

The Do Not Book button will be selected. The reason is automatically set to Online Registration

To approve the registration, set the booking restriction to None

Once the client logs back into the Online Booking system, they will be able to book a new appointment. 

Existing Clients / Returning Guests

If an existing client is logging into the online booking system for the first time, they will need to click the Email my password to me link to receive a temporary password. 

If an existing client forgets their password, click the Email my password to me link to receive the password previously created.

Enter the email address currently on file in the STX database. 

If the client is requesting a temporary password, the password will be a combination of upper and lower case letters. 

Because the passwords are case sensitive, it is highly recommended the client copy and paste the temporary password into the password field. 

Once a client, new or existing, has successfully logged in, they can change the password by clicking the Edit Profile link. 

Paste the temporary password into the Current Password field. 

Enter a New Password and retype the new password into the Confirm Password field.

Please note passwords must be at least 8 characters long and contain at least 1 number. 

Click Update Profile to update the password information.

Logging In Multiple Clients

When there are multiple clients using the same email address in STX, enter the 'primary' client name into the Responsible Party field of the clients for whom the 'primary' client is going to be responsible. 

In STX, the Responsible Party field can be found on the Billing tab of each client card.

As an example, Mom Smith is the 'primary' client. Enter Mom Smith into the Responsible Party field on Dad Smith's client card, Son Smith's client card, and Daughter Smith's client card. Mom Smith will be the only client with an actual email address on file. However, each client can still have a unique email address AND have the Responsible Party listed. 

The ‘secondary’ client(s) sharing the same email address will have the word Duplicate in front of the email address on the client card. You must enter the Responsible Party for the client(s) with the duplicate email address.

When a client logs into the Online Booking system, AND is responsible for other clients, their name at the top of the booking page becomes a popup instead of text. If the client changes the popup, they will be booking for whomever is displayed. The selected client may have either an empty email address, a duplicate email address, or a unique email address on file in STX.

In the event the client selected from the popup menu has an empty or duplicate email address, the logged in (responsible) party will receive both the appointment confirmation and appointment reminder for the client whom the appointment is being scheduled.

In the event the client selected from the popup menu has their own unique email address, the logged in (responsible) party will receive the appointment confirmation because they booked it. However, the person for whom the appointment was booked will receive the reminder because they need to actually show up for the appointment.

Online Booking System

Once a client is successfully logged into the Online Booking system, key pieces of information and online options are visible. 

• Client Name, street address and email address

• Points available in Rewards program(s)

• Edit Profile – ability to change password and update basic information

• Appointments – view previous and future appointments, or book a new one

• Order Gift Cards – purchase a gift certificate or gift card online

• Logout – used when logging out of the online booking system

• Book Similar – ability to rebook the same appointment already on the schedule

(Will appear underneath each appointment listed.)

• Confirm - ability to Confirm a future appointment

(Will appear underneath each appointment listed.)

• Change – ability to change a future appointment 

(Will appear underneath each future appointment listed. Similar to Reschedule.)

• Cancel – ability to cancel a future appointment if online cancellations are allowed

(Will appear underneath each future appointment listed.)

• Book New – ability to book a new appointment

Online Appointment Booking

All appointments booked online are immediately placed onto the STX appointment calendar and will have the Visit Type of Online. The appointment detail will show the appointment was created and modified by Online Services

Booking a New Appointment / No Deposit

Click the Book New button to schedule a new appointment.

The Search For Appointments area opens to the right. 

Using the Requested Services popup menus, first select the type of service to be booked. 

Once the type of service is selected, select the actual service to be booked. 

Once the actual service is selected, select the desired service provider, or leave it set to Any Provider.

Click Add Another Service to book multiple services, and follow the same steps as stated above.

Click the X button next to any service to remove it from the appointment request.

Make sure each service request is as desired. 

It is highly recommended the services be requested in the order they are normally performed.

When the appointment details are as desired, use the Specify your preferred date and time area to search for appointment availability. 

All dates showing in RED indicate dates in the past, or dates unavailable based on the Online settings in STX. Dates showing in GRAY indicate possible availabilities for requested appointments. The date showing in GREEN is the ‘active’ date being clicked.

Use the popup menu to specify a particular time of day for the desired appointment. Click Search when ready to find an available time option.

If there are no matching openings on the ‘active’ GREEN date, a message will appear suggesting the next date with available openings. 

Click the desired time for the appointment.

When hovering the mouse arrow over a specific time, the Duration and Price will appear. These show only if the Online settings in STX allow them to show.

Enter a note in the Special Instructions area if desired. The note will appear with the appointment on the STX booking calendar. The Book button will activate below the Special Instructions area. 

Click the Book: button to schedule the requested appointment. 

Details of the appointment request will appear. 

Click Cancel to make changes. 

Click OK to continue booking the desired appointment. 

The new appointment will appear in the list of Future Appointments

Clicking the Book Similar option will allow the client to book another similar appointment in the future.

Clicking the Confirm option, when visible, will change the status in STX to the Confirmed (PINK) status. An appointment Reminder email will NOT be sent when a future appointment is confirmed in this manner.

Clicking the Change option, when visible, will allow the client to change service(s), employee(s), or choose another date/time for the appointment. 

Clicking the Cancel option, when visible, will allow the client to cancel the future appointment, as long as the online settings are enabled. 

As soon as the appointment is booked, a Confirmation email will be sent to the client. If the Online settings in STX are set for copies of the Confirmation email, an exact copy will be sent to the email address listed in the Online settings. 

Booking a New Appointment with Deposit

Follow the previous steps to book a new appointment. When the Online settings in STX are set to require a deposit with appointments booked online, the client will be asked to provide credit card information. 

The Deposit Amount is based on the total price of the appointment, and how much of a deposit is required according to the Online settings in STX. 

After entering payment information, click the Book: button to book the desired appointment.

Please note, if the client already has a gift certificate / gift card available to redeem in STX, and the amount of the gift covers the required deposit, the client will NOT be asked to provide payment at the time of booking. 

If the amount of the existing gift is less than the required deposit, the client will be asked to pay an amount covering the difference at the time of booking. 

Details of the appointment request will appear. The deposit amount is shown, as well as the requested appointment information.

Click Cancel to make changes. Click OK to continue booking the desired appointment. 

The Confirmation email will be sent to the client, and will include the deposit information.

Book Similar Option

Each appointment listed in either Past Appointments or Future Appointments will offer the option of Book Similar.  

Clicking Book Similar will preset each of the Requested Services popup menu(s) to match the service(s) and employee(s) from the previously scheduled appointment. 

Make all desired changes before proceeding.

Use the popup menus to make changes to the type of service, the actual service, or the employee performing the service.

Click Add Another Service to request additional services for the appointment.

Click the X button next to any service to remove it from the appointment request.

When the appointment details are as desired, follow the same steps as previously mentioned to continue the online booking process.

Changing an Appointment

Each appointment listed in Future Appointments will have the Change option. Clicking Change will allow the client to make changes to the appointment details and begin a new search. This feature is comparable to rescheduling a future appointment.

Canceling an Appointment

Most appointments listed in Future Appointments will have the Cancel option. This option is available only when the Online settings in STX are set to allow online cancellations, and the appointment is within the parameters of the Online settings.

Online Booking System Messages

If the STX Server computer is no longer connecting to the Internet, the online booking system will appear as though it is ‘down’. 

It is important the STX Server computer remain turned on and connected to the Internet at all times.

If the Online Booking system is no longer making contact with the STX Server computer, the clients will not be able to use the system until a connection is restored.

If the client leaves the online booking system idle for too long, they will be asked to login again.

The Online settings in STX can be set so the Online Booking system is not allowed. 

If Online Booking is not set to be allowed, all of the Previous Appointments and Future Appointments will still be listed when a client logs into the online booking system.

However, the client will not be allowed to purchase a gift, book a new appointment, or have the options of confirming, canceling or changing an existing appointment. 

All other options and information will remain available to the client.

Online Gift Purchases

It is important to remember the client will log into the online booking system whether they are booking an appointment or wishing to purchase a gift certificate or gift card.

To purchase a gift certificate or gift card, click the ORDER GIFT CARDS link.

Select from the following styles using the Available Styles popup menu:

• Gift Certificate (printed)

• Gift Certificate (emailed)

• Gift Card

Gift Certificate (printed)

Gift Certificate (printed) is selected when the purchaser wishes to print the gift certificate themselves to give to the recipient. 

Click the thumbnail images to view each gift certificate available for purchase. 

The image appearing in the Selected Style will be the gift to be purchased. 

You must click an image before proceeding with the purchase. 

Enter the appropriate information to complete the gift certificate purchase.

Amount – make a selection from the popup menu, or choose Other to add a customized amount. 

Do NOT enter the $ (dollar) sign.

Enter the Name of the recipient and type a Message if desired. All text is case sensitive and will appear on the printed gift as it was entered at the time of purchase.

Enter the Payment information.

Click Purchase

Click Cancel to make changes to the gift purchase. 

Click OK to complete the gift purchase.

Click OK to return to the online booking system.

A receipt will be emailed to the purchaser’s email address. 

Click the Link for printing: to print the gift certificate.

The gift certificate will open in a new web browser window. 

Use the computer’s print commands to print the gift certificate. 

Gift Certificate (emailed)

Gift Certificate (emailed) is selected when the purchaser wishes to email the gift certificate to the recipient and have the recipient print the gift certificate. 

Click the thumbnail images to view each gift certificate available for purchase. 

The image appearing in the Selected Style will be the gift to be purchased. 

You must click an image before proceeding with the purchase. 

Enter the appropriate information to complete the gift certificate purchase.

Amount – make a selection from the popup menu or choose Other to add a customized amount. 

Do NOT enter the $ symbol.

Enter the Name of the recipient and type a Message if desired. All text is case sensitive and will appear on the printed gift as it was entered at the time of purchase.

Enter the Email Address of the Recipient, and once more to verify the email address. 

Enter the Payment information and click Purchase

Click Cancel to make changes to the gift purchase. 

Click OK to complete the gift purchase.

Click OK to return to the online booking system.

A receipt will be emailed to the purchaser’s email address. 

The recipient will receive the gift in the email address provided during the purchase. Click the View your gift certificate at the link below: to view and/or print the gift certificate.

The gift certificate will open in a new web browser window. 

Use the computer’s print commands to print the gift certificate. 

Gift Card

Unlike the purchase of a Gift Certificate, there will not be any Available Styles for the purchase of a Gift Card.

Enter the appropriate information to complete the gift card purchase.

Amount – make a selection from the popup menu, or choose Other to add a customized amount. 

Do NOT enter the $ symbol.

Enter the Recipient Name and Mailing Address for where the gift card is to be mailed.

Enter Payment information and click Purchase.

Click Cancel to make changes to the gift purchase. 

Click OK to complete the gift purchase.

Click OK to return to the online booking system.

A receipt will be emailed to the purchaser’s email address. 

An email notification will be sent to the company detailing the Gift Card purchase, including where to mail the Gift Card. A ticket transaction will automatically be created in STX for the Gift Card purchase.

The highlighted Gift Card in STX will include the details from the time of purchase.

If the To Client field is left blank, the gift will be considered an Anonymous gift. Please confirm the field is properly filled in.

Edit the Gift Card field to reflect the true number of the gift card you are mailing to the recipient. 

This will help ensure the correct gift card is being redeemed later.

Logging Out

Select the Logout option when finished with the Online Booking system.

The Login screen will appear. 

Either close the browser window, or login again to continue using the Online Booking system.

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