STX Desktop: Setup Services

Service Setup: Groups

Purpose

Service Groups represent basic, generalized categories of services that are used in lists, reports, and possibly payroll. They are also the connection between your service sales and accounting data. You must create at least one service group in order to move further in the service setup area.

 

Adding a Service Group

Enter the name of the service group, select the department, select your account and click on the Save icon. Note: Service Group names must be unique.

Changing a Service Group

Double-click a service group name and make changes using standard text editing techniques. You may also change the department and/or account. Once your changes are complete, click the Save icon to save the changes.

Making a Service Group Active/Inactive

Click to check or uncheck the Active checkbox to the left of the service group name, then click on the Save icon. Unchecked service groups will only appear in the service group list when the Show Inactive checkbox is checked.

Removing a Service Group

Click the Delete Group icon in the toolbar. Now click on the Save icon to save these changes.

Note: You may not delete a service group that is currently being used by any data. Make the service group inactive as an alternative.

Rearranging Service Groups

Click on a service group name, hold down the mouse button and drag the service group to a new position in the list. This order is used when displaying service groups and determines the printing order in reports.

Service Setup: Note Palettes

Purpose

Service Note Palettes are used when creating the Note templates. The Palette contains pictures of items you would use in relation to the specific service for which you are creating the custom note template. An example would be a syringe for pointing to an injection site for Botox. A Perm Note Palette has already been created for you, which is used with the Perm Note template.

Important Note: Service Note Palettes should not be modified once note data has been entered into notes that are connected to individual services on the client’s service history. Instead, you will need to create a new note palette and assign it to a new note template. You may only delete a note palette if it has not been used for data.

Adding a Service Note Palette

Enter the name of the palette and click on the Save icon. The Perm palette comes pre-set in the STX database - use as a reference for setting up any new Note Palettes and how they work with the Note Templates.

Note: Palette names must be unique.

Click the Add button in the center bottom portion of the screen to add an image to the Note Palette you are creating. The drop-down Open sheet will appear. STX supports importing images in most industry standard types, such as GIF, TIFF, PNG, and JPEG.

The image you selected will appear in the center portion of the screen with New Picture for the name.

The Comments box allows you to enter any comments you might have regarding the image.

Repeat the above for each image you wish to import onto the Note Palette.

If you have more than one image and would like to remove one from the Note Palette without removing the entire palette, highlight the individual image and click the Delete button in the center bottom portion of the screen. Once all images have been added to the Note Palette, click the Save icon.

Service Setup: Notes 

Purpose

Service Notes are templates used when entering notes for your individual services. By creating custom notes, you can control what information is entered into these notes. There must be at least one active note template. 

Important Note: Service Note templates should not be modified once note data has been entered into notes that are connected to individual services on the client’s service history. 

Instead, create a new template, assign it to the appropriate services and make the old template inactive. You may only delete a note palette if it has not been used for data.

Adding a Service Note template

Enter the name of the template and click on the Save icon. Note: Service Note template names must all be unique.


Service Note Controls

Each of these controls may be placed multiple times by dragging them onto the template area. Once placed, they can be clicked on to move into a different position on the template, or resized as needed. 

Image control is the blank square control at the bottom.  This allows you to place an image on the template. 

After placing the control onto the template, you must double-click on it and use the open file sheet to find the image. 

STX supports importing images in most industry standard types such as: GIF, TIFF, PNG, JPEG. 

They may be created using a variety of available image editors.

Once your template is complete, click the Save icon to save the template. 

Testing a Service Note template

You may test the template by clicking the Test button. 

Magic Text Labels

Magic Text Labels are special values used with the Text Label control and can be placed onto the note template so that when entering and/or printing the service notes, you can actually see certain information pertaining to the client you are entering/printing the service note for. The special values are as follows.

Note the exclamation point (!) in front of the text. It is this symbol that makes it the special value.

Adding Magic Text Labels

Type one of the “magic” special values and hit the Return key. By using a special value, you are asking that particular piece of information about the client to be viewed and/or printed from the client card onto the service note itself. 

Note: the address and phone numbers are protected in the employee security options. Even if you chose to have the address and/or phone numbers as part of the service note, they would be hidden if the currently logged in employee does not have security access to view that information.

Please see the following examples of how the magic text fields work with the actual service note connected with an individual service received by a client.

Changing a Service Note template

To remove a control from a service note template, click one time on the control and press the Delete key on your keyboard. The following alert will appear.

All data for this control in existing service notes will be lost if the control is deleted. 

Important Note: Service Note Templates should not be changed once data has been entered into notes that are connected to individual services on the client’s service history. Instead, create a new template, assign it to the appropriate services, and make the old template inactive.

Making a Service Note template Active/Inactive

Click to check or uncheck the Active checkbox to the left of the template name, then click on the Save icon. Unchecked templates will only appear in the template list when the Show Inactive checkbox is checked. Note: There must be at least one active note template. 

Removing a Service Note template 

Click the Delete icon in the toolbar. Click the Save icon to save these changes.

Click OK and make the template inactive as an alternative. There must be at least one active note template. 

Rearranging Service Note templates

Click on a template name, hold down the mouse button and drag the template name to a new position in the list. This order is used when displaying templates in lists.

Service Setup: Resources

Purpose

Resources are rooms or equipment required to perform certain services. Examples are massage rooms, nail tables and pedicure chairs. By assigning resources to services, the Appointment Builder will verify that a resource is available before booking a service. If you do not use the Appointment Builder to book appointments, you will overbook your resources when using the Basic Book techniques.

Adding a Resource

Enter the name of the resource type. Note: Resource types must be unique.

Click the New Resource button to add a resource. Repeat this procedure until all resources are entered. To remove a resource, highlight the resource you wish to remove, then click the Delete Resource button. 

An example of needing to remove a resource would be if you added too many of a specific resource by clicking New Resource too many times. When you are finished, click the Save icon to save the resource type and the resources associated with it.

If your business uses a more complicated resource setup, please contact our Technical Support department at 800.766.4778, and a member of that team will be happy to help you set them up.

Changing a Resource

Double-click a resource type or resource name and make changes using standard text editing techniques. You may also add or remove resources. Once your changes are complete, click the Save icon to save the changes.

Making a Resource Active/Inactive

Click to check or uncheck the Active checkbox to the left of the resource type or resource name, then click on the Save icon. Unchecked resource types and resources will only appear in the resource type list or resource list when the Show Inactive checkboxes are checked. 

IMPORTANT: If you have connected a resource type to any of the services and you wish to remove that resource type, you must disconnect the resource type from the services prior to making the resource type inactive.


Removing a Resource Type

Highlight a resource type you wish to remove and click on the Delete Resource Type icon in the toolbar. Now click on the Save icon to save these changes. Note: You may not delete a resource type that is currently being used by any data. Make the resource type inactive as an alternative. 

IMPORTANT: If you have connected a resource type to any of the services and you wish to remove that resource type, you must disconnect the resource type from the services prior to removing or making the resource type inactive.

Sorting Resource Types

You may sort your resource type list by clicking on the Active, Resource Type or Department headers using standard sorting techniques. 

Number of Resource Types

The Resources tab will always show how many resource types you have entered into the database. You can find this number in the lower left hand corner of the screen.


Service Setup: Services

Purpose

This tab allows you to set up the services performed in your company along with all the details of theses services so that appointments and transactions have the necessary information to work efficiently. 

You have 8 price levels to use as a starting point to set your employee prices and time requirements - you will be able to customize these further when you set up your employees. You do not have to use the price levels. You can choose to customize all services for all employees when you set up the employees instead of using the price levels.

Important Note: Service Charges and the Pay Employee Commission checkboxes must be set up properly before creating transactions. This data is stored with transaction sales data and will be used to calculate gross pay when you process payroll. 

Adding a Service

Enter the name of the service. This icon will not be activated if you have not clicked one time on the Service Group to highlight the name.

Note: If you click the New Service icon and nothing happens, go to the Notes tab to verify you have at least one (1) service note active. If you have made all service notes inactive, or have deleted them all, you will not be allowed to enter a new service until you have at least one active note type.

For each level, enter the price and any required minutes for interval 1, interval 2 and interval 3. Intervals 1 and 3 are set to book the employee by default, but this may be changed. Check the intervals that must be booked for the employee when booking this service. If interval 3 is not being used for this service, uncheck the box for interval 3.

Many services will only have the first interval, but in a service requiring 3 different time intervals, such as a Color service, interval 1 usually indicates the application minutes, interval 2 might be used for processing minutes, and interval 3 might be used for finishing minutes. 

You do not have to use all 3 intervals. If you have ala carte services, where you do not include a ‘finish’ type of service in combination with a ‘chemical’ type service, the chemical service would only have times in intervals 1 & 2. You would book the ‘finish’ type service as a second service to the appointment and ignore interval 3 on the chemical service. 

Note: Interval times must be divisible by your Booking Interval setting in Setup: General: Company info. Times left at 0 minutes will not appear on the appointment calendar as a booked appointment.

The Pay Employee Commission checkbox is checked by default. Leave this checked if you want the price of this service to be included in the total amount of services performed. This also tells STX to include the service total in payroll calculations if the employee is paid commission.

Note: If you do not pay your employees any service commissions, but still want to see the total amount of services performed, this box must remain checked.

Choose the Resource, if any, that will be required to perform this service. Resources will only appear in this list if the service group department matches the resource department. For instance, you will not see a Resource for the Skin department appear in the list for a service in the Nail department. 

They can be deducted before (from gross service sales) or after (from gross pay) commissions are calculated. Please see the Finance Setup section of this manual for more information regarding the deduction of service charges from employee’s pay. They can also be used to add a specified dollar or percentage amount to the employee’s pay.

Note: The Process Payroll report will show the service charge amounts regardless if you have your payroll methods set to deduct them.

Fixed # Amount indicates the service charge is to be the dollar amount shown in the number field.

% of price indicates the service charge is to be a percentage in the amount showing in the number field. The percentage is taken based on the amount charged for the service on the client visit ticket transaction.

In the example above, the service charge would be either a $3.00 service charge amount or a 3% service charge amount, depending on which option is selected. Click on the Save icon to save the service when the entry of each service is complete.

Changing a Service

Double-click a service name and make changes using standard text editing techniques. You may also change the other fields for the service. Once your changes are complete, click the Save icon to save the changes. 

You may change the group a service belongs to by clicking on and dragging the service name under a different group in the service list. 

Note: Any changes made to the service will not be effective until the next time an appointment is booked or a ticket transaction is created. Changes do not take effect retroactively.

Making a Service Active/Inactive

Click to check or uncheck the Active checkbox above the note type, then click on the Save icon. Unchecked services will only appear in the service list when the Show Inactive checkbox is checked.

Removing a Service

Highlight a service you wish to remove and click on the Delete icon in the toolbar. Now click on the Save icon to save these changes. 

Note: You may not delete a service that is currently being used by any data. Make the service inactive as an alternative.

Service Setup: Packages

Purpose

Service Packages allow you to create special promotional groupings of services to enhance sales. You may combine services into a package to offer special pricing opportunities to your clients. This section allows you to create groupings of services as service packages.

Important Note: Service Packages must consist of services that are either all taxable or all non-taxable. 

Adding a Service Package

Enter the name of the package. 

Important Note: Service Charges and the Pay Employee On amounts must be set up properly before creating transactions. This data is stored with transaction sales data and will be used to calculate gross pay if you process payroll.

First, you must decide which services you are going to include in this package. 

If you select either Fixed Discount ($) or Percentage Discount (%), type the amount of the $ or % discount to be taken on the service you have highlighted. 

The Default Discount will be taken on any and all services you have highlighted in the drop down sheet. If you leave the Default Discount set to No Discount on each service added, you can change the amount of each service individually, or the entire package price at the end when all services have been added.

The services included in the package are now displayed in the list and you can modify the Serv Charge, Ret Price and Disc Price of each item, which will affect the overall cost of the package. 

You can modify the Pay Emp On column, which will change the dollar amount on which an employee will be paid a service commission once the service is performed. 

Modifying the Disc Price to an amount lower than the Pay Emp On amount will result in the Pay Emp On amount being lowered to the same value as the Disc Price. You can then change the Pay Emp On value to something higher if you wish.

If you wish to remove a single service from the package, simply select the service you wish to remove and click the Remove Service button located under the list of services. This will remove the service from the package. 

Note: You cannot modify an existing Service Package if the package has already been used either by scheduling an appointment for the package, or selling the package on a ticket transaction. Instead, make the entire package Inactive, and create a new package.

Changing a Service Package

Double-click a package name and make changes using standard text editing techniques. You may also add and remove services and change the Ser Charge, Disc Price and Pay Emp On amounts. Once your changes are complete, click the Save icon to save the changes. 

Note: You cannot modify an existing Service Package if the package has already been used either by scheduling an appointment for the package, or selling the package on a ticket transaction. Instead, make the entire package Inactive, then create a new package.

Making a Service Package Active/Inactive

Click to check or uncheck the Active checkbox to the left of the package name, then click on the Save icon. Unchecked packages will only appear in the package list when the Show Inactive checkbox is checked. 

Removing a Service Package

Highlight a package you wish to remove and click on the Delete icon in the toolbar. Now click on the Save icon to save these changes. Note: You may not delete a package that is currently being used by any data. Make the package inactive as an alternative. 

Note: You cannot modify an existing Service Package if the package has already been used either by scheduling an appointment for the package, or selling the package on a ticket transaction. Instead, make the entire package Inactive and create a new package.

Number of Service Packages

The Packages tab will always show how many service packages you have entered into the database. You can find this number in the lower left hand corner of the screen.


Service Setup: Series

Purpose

Service Series allow you to create special promotional multiple service series to enhance sales. This is simply a series of the same service, purchased in bundles, usually at a discount. STX will automatically track the usage of these series each time the service from the series is scheduled on the appointment book or entered on a ticket transaction. It is tracked under the individual client who has purchased the service series.

Important Note: Service Charges and the Pay Employee On amounts must be set up properly before creating transactions. This data is stored with transaction sales data and will be used to calculate gross pay if you process payroll. 

Adding a Service Series

Enter the name of the series.

 

Changing a Service Series

Double-click a series name and make changes using standard text editing techniques. You may also change the service, # of Reps, Series Price, Service Charge and Pay Employee On. Once your changes are complete, click the Save icon to save the changes. 

Note: You cannot modify an existing Service Series if the series has already been used either by scheduling an appointment for the series, or selling the series on a ticket transaction. Instead, make the entire series Inactive and create a new series.

Making a Service Series Active/Inactive

Click to check or uncheck the Active checkbox to the left of the series name, then click on the Save icon. Unchecked series will only appear in the series list when the Show Inactive checkbox is checked.

Removing a Service Series

Highlight a series you wish to remove and click on the Delete icon in the toolbar. Now click on the Save icon to save these changes. 

Note: You may not delete a series that is currently being used by any data. Make the series inactive as an alternative.

Number of Service Series

The Series tab will always show how many service series you have entered into the database. You can find this number in the lower left hand corner of the screen.


Service Setup: Sequence

Purpose

Arranging your services, packages and series allows you to control the order these items appear in lists when booking appointments, creating Client Visit ticket transactions, and reports. 

Note: If you list the services in the order they are normally performed, it will facilitate booking appointments for more than one service. 

Rearranging Services

Click on and drag an item to a new location in the list to change the sequence #. 

Click the Save icon when all changes have been made.

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