Beacon
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Beacon Help

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Beacon learning path

Scroll module by module to learn Beacon step by step.

SETUP
Goal: Get the entity ready for real Beacon use. Who can do this: The Primary Authorized Sender or another approved authorized sender. Before you start: 1. Confirm the approved sender email address is correct. 2. Confirm you are sending commands from that exact email address. 3. Confirm the package is active. 4. Keep the Beacon command email available. Step by step: 1. Send the voice activation command. 2. Open the returned setup link. 3. Run the basic help command. 4. Confirm your categories. 5. Send one safe internal test notice. 6. If Beacon Sites is enabled, confirm the website link. 7. If Beacon Sites is enabled, share the website QR code. 8. Publish one test website announcement. 9. Confirm website posts. 10. Generate one report if reports are included. What Beacon should return: Beacon should reply with setup links, command help, category lists, notice confirmation, website links, website QR code, and reports based on your package. Common mistakes: 1. Sending from the wrong email address. 2. Trying voice before activating it. 3. Testing a feature not included in the package. 4. Skipping Show categories before sending a notice.
Example commands
activate voice commands help Show categories Notify Staff: This is a Beacon test message. Show my website Share my website Website announcement: Welcome to our Beacon site. Show website posts Generate report for this month
SETUP
Goal: Make sure Beacon is ready before sending public or high-volume communication. Step by step: 1. Confirm the Primary Authorized Sender email. 2. Activate voice commands. 3. Save or install the Voice Command app link. 4. Send help. 5. Send Show categories. 6. Create or confirm core categories such as Staff, Members, Volunteers, Clients, Parents, Teams, or Emergency Team. 7. Send one internal test notice. 8. Confirm website access if Beacon Sites is enabled. 9. Share the website and save the QR code if Beacon Sites is enabled. 10. Send one test website announcement. 11. Show website posts and confirm the post appears. 12. Delete the test post if needed. 13. Activate Beacon Agent if enabled. 14. Generate one report if reports are enabled. 15. Save this help page for the leadership or admin team. What Beacon should return: Each step should return a confirmation, link, list, draft, approval, or result. Common mistakes: 1. Trying to use every feature before testing the basics. 2. Not checking categories before sending notices. 3. Not opening the public website after publishing. 4. Not checking package access before using reports, SMS, social, or training.
Example commands
activate voice commands help Show categories Create category Staff Notify Staff: This is a Beacon test message. Show my website Share my website Website announcement: Welcome to our Beacon site. Show website posts Delete website post [ID] Activate Beacon Agent Generate report for this month
VOICE
Goal: Activate Beacon voice commands for the approved entity. Who can do this: The verified Primary Authorized Sender or another approved authorized sender. Before you start: 1. Use the approved sender email. 2. Do not send from an unapproved personal email. 3. Check spam or junk if the setup link does not arrive. Step by step: 1. From the verified sender email, email Beacon with activate voice commands. 2. Wait for Beacon to reply with a secure setup link. 3. Open the link on the device you will use for voice. 4. Allow microphone permission if prompted. 5. Save or install the app link. 6. Say or type help. 7. Say or type show categories. 8. Say or type show my website if Beacon Sites is enabled. What Beacon should return: Beacon should return a setup link first. After setup, Beacon should respond to simple commands. Common mistakes: 1. Sending the activation command from the wrong email. 2. Opening the setup link on the wrong device. 3. Blocking microphone permission. 4. Expecting website commands to work when the package does not include Beacon Sites.
Example commands
Email beacon@jaceonline.org: activate voice commands Then test: help show categories show my website help website
VOICE
Goal: Confirm that voice commands are working safely. Before you start: 1. Complete voice activation. 2. Make sure the browser or app has microphone permission. 3. Start with read-only commands before sending notices or publishing content. Step by step: 1. Say help. 2. Confirm Beacon shows the help menu. 3. Say show categories. 4. Confirm Beacon lists categories. 5. Say show my website if Beacon Sites is enabled. 6. Say help website if you need website commands. 7. Only after these tests should you send notices, website updates, or training commands. What Beacon should return: Beacon should respond with menus, lists, or links. Common mistakes: 1. Starting with a live notice before testing. 2. Speaking too much information in one command. 3. Using a category name that does not exist.
Example commands
help show categories show my website help website Notify Staff: This is a Beacon voice test.
NOTICES
Goal: Confirm notice sending works without risking a public mistake. Who can do this: An approved authorized sender with notice access. Before you start: 1. Send Show categories. 2. Choose a small test category such as Staff or Test Group. 3. Keep the message simple. 4. Do not use emergency wording for routine testing. Step by step: 1. Send Show categories. 2. Confirm the target category exists. 3. Send a test notice to that category. 4. Wait for Beacon to prepare or confirm the notice. 5. Review any approval email if approval is required. 6. Confirm the test recipients received it. 7. Fix category membership if no one receives it. What Beacon should return: Beacon should prepare or send the notice based on your approval settings. Common mistakes: 1. Typing a category name that does not exist. 2. Sending to everyone instead of a small test group. 3. Making the test message look urgent. 4. Not checking the approval email.
Example commands
Show categories Notify Staff: This is a Beacon test message. Notify Test Group: This is a Beacon test message.
NOTICES
Goal: Send a targeted notice to one audience. Before you start: 1. Confirm the category exists. 2. Make sure the message says what is happening, when, where, and what action is needed. 3. Confirm you are sending from an authorized sender email. Step by step: 1. Send Show categories. 2. Copy the exact category name. 3. Write the notice using Notify [category]: [message]. 4. Review the response from Beacon. 5. Approve the notice if approval is required. 6. Confirm delivery or check reports if available. What Beacon should return: Beacon should prepare the notice for the selected category. Common mistakes: 1. Misspelling the category. 2. Putting the category after the message. 3. Using too vague a message. 4. Sending from an unauthorized email.
Example commands
Show categories Notify Staff: Please submit reports before noon. Notify Members: Registration closes Friday. Notify Volunteers: Please arrive at 8:30 AM.
NOTICES
Goal: Send a notice to all active contacts. Before you start: 1. Make sure the message is appropriate for everyone. 2. Avoid sending routine reminders as emergency notices. 3. Review the approval email carefully. Step by step: 1. Write the message. 2. Send Notify everyone: followed by the message. 3. Wait for Beacon to prepare the notice. 4. Review and approve if approval is required. 5. Check reporting or delivery confirmation if available. What Beacon should return: Beacon should prepare a notice for all active contacts. Common mistakes: 1. Sending to everyone when only Staff or Members should receive it. 2. Forgetting date, time, location, or action needed. 3. Approving too quickly without reading the message.
Example commands
Notify everyone: Office closes at 1:00 PM today. Notify everyone: Registration opens Monday at 9 AM.
EMERGENCIES
Goal: Send an urgent or emergency-style notice safely. Before you start: 1. Confirm the situation is urgent. 2. Keep the message short. 3. State what happened. 4. State who is affected. 5. State the exact action required. Step by step: 1. Start with Emergency: or Alert everyone:. 2. Write clear instructions. 3. Send the command. 4. Review any approval email immediately. 5. Confirm the message was sent. 6. Generate or review reports later if needed. What Beacon should return: Beacon should treat the notice as urgent or emergency-style communication. Common mistakes: 1. Using emergency wording for routine reminders. 2. Writing a long unclear message. 3. Forgetting to say what action people should take.
Example commands
help emergencies Emergency: Building closed immediately. Follow safety instructions. Alert everyone: Please exit the building and move to the assembly area.
CATEGORIES
Goal: See the available audiences for your entity. Step by step: 1. Send Show categories. 2. Review the returned category list. 3. Use the exact category name in your next command. 4. If the category is missing, create it or ask an admin to add it. What Beacon should return: Beacon should list available categories. Common mistakes: 1. Guessing category names. 2. Using plural when the category is singular. 3. Sending a notice before confirming the audience exists.
Example commands
Show categories help categories
CATEGORIES
Goal: Create a new group such as Staff, Volunteers, Parents, Members, Players, Clients, or Emergency Team. Before you start: 1. Choose a short obvious name. 2. Avoid duplicate names. 3. Use names people will naturally say in voice commands. Step by step: 1. Send Show categories. 2. Confirm the category does not already exist. 3. Send Create category [name]. 4. Send Show categories again. 5. Confirm the new category appears. What Beacon should return: Beacon should create the category or tell you if it already exists. Common mistakes: 1. Creating similar categories like Staff and Staff Members. 2. Using names that are too long. 3. Creating categories before deciding the audience structure.
Example commands
Show categories Create category Volunteers Create category Emergency Team Show categories
CATEGORIES
Goal: Add one contact to one category. Before you start: 1. Confirm the category exists. 2. Confirm the person name is spelled correctly. 3. Confirm the contact exists if your workflow requires existing contacts. Step by step: 1. Send Show categories. 2. Choose the category. 3. Send Add [person name] to [category]. 4. Confirm Beacon replies that the person was added. 5. Send a small test notice if needed. What Beacon should return: Beacon should add the membership or tell you what is missing. Common mistakes: 1. Adding to the wrong category. 2. Using a nickname when the contact is stored under a full name. 3. Trying to send notices before adding category members.
Example commands
Show categories Add Jane Doe to Staff Add John Smith to Volunteers Notify Staff: This is a membership test.
CATEGORIES
Goal: Keep category membership accurate. Step by step: 1. Send Show categories. 2. Decide whether the person should be moved or removed. 3. Send Move [person] to [category] to change their group. 4. Send Remove [person] from [category] to remove membership. 5. Send a test notice only if needed. What Beacon should return: Beacon should confirm the move or removal. Common mistakes: 1. Removing a person from the wrong category. 2. Moving someone before confirming the destination category exists. 3. Forgetting that a person may belong to more than one category.
Example commands
Move Jane Doe to Volunteers Remove Jane Doe from Staff Show categories
CATEGORIES
Goal: Fix category name problems before sending notices or assigning training. Step by step: 1. Send Show categories. 2. Compare the returned category names with your command. 3. Copy the exact name. 4. Retry the notice or assignment. 5. If the category is missing, create it. 6. Add contacts to the category if needed. What Beacon should return: Beacon should process the command once the correct category exists. Common mistakes: 1. Typing Teachers when the category is Teacher. 2. Typing Staff Members when the category is Staff. 3. Trying to assign training to a category with no members.
Example commands
Show categories Create category Teachers Notify Teachers: Training starts Monday. Assign course 1 to category Teachers
WEBSITE
Goal: Confirm Beacon Sites is active and returning a public link. Who can do this: An approved authorized sender with a website-enabled package. Before you start: 1. Confirm the package includes Beacon Sites. 2. Send commands from an authorized email or voice app. Step by step: 1. Send Show my website. 2. Open the returned link. 3. Check it on mobile. 4. Check it on desktop. 5. If no link is returned, check package status or contact admin. What Beacon should return: Beacon should return the public website link if Beacon Sites is active. Common mistakes: 1. Trying website commands before the website package is active. 2. Not opening the returned link. 3. Assuming the website is down when the package expired.
Example commands
Show my website help website
WEBSITE_QR
Goal: Get the public website link and QR code. Before you start: 1. Confirm Show my website works. 2. Decide where the QR code will be used. 3. Test the QR code before public distribution. Step by step: 1. Send Share my website. 2. Save the returned link and QR code. 3. Open the QR code on a phone. 4. Confirm it opens the correct website. 5. Add the QR code to posters, office signs, flyers, or event material. What Beacon should return: Beacon should return the website link and QR code. Common mistakes: 1. Sharing the QR code without testing it. 2. Using an old QR code after changing website setup. 3. Sharing a website when the package is inactive.
Example commands
Show my website Share my website
WEBSITE
Goal: Publish a website announcement. Before you start: 1. Confirm Show my website works. 2. Write one clear announcement. 3. Avoid confidential information. Step by step: 1. Send Website announcement: followed by the announcement. 2. Wait for Beacon confirmation. 3. Open the website. 4. Confirm the announcement appears. 5. If it is wrong, send Show website posts. 6. Find the post ID. 7. Send Delete website post [ID]. 8. Send the corrected announcement. What Beacon should return: Beacon should create or prepare the website announcement. Common mistakes: 1. Typing web announcement instead of Website announcement. 2. Publishing confidential information. 3. Not checking the website after publishing. 4. Deleting the wrong post ID.
Example commands
Show my website Website announcement: Registration opens Monday. Show website posts Delete website post 12 Website announcement: Registration opens Tuesday.
WEBSITE
Goal: Update the correct part of the public website. Before you start: 1. Decide what type of content you are publishing. 2. Use the matching command. 3. Keep content public-safe. Step by step: 1. For homepage headline, use Website hero. 2. For announcement, use Website announcement. 3. For promotion, use Website promotion. 4. For About page, use Website about. 5. For news, use Website news. 6. For events, use Website events. 7. For contact details, use Website contact. 8. Open the website and confirm the result. What Beacon should return: Beacon should publish or prepare the selected website update. Common mistakes: 1. Using Website news when you meant Website events. 2. Publishing long paragraphs into a short homepage section. 3. Forgetting to verify the website on mobile.
Example commands
Website hero: Empowering our community through service. Website announcement: Registration opens Monday. Website promotion: Summer program registration is open. Website about: We serve families, members, clients, and the wider community. Website news: New program announced for next month. Website events: Orientation is Tuesday at 6 PM. Website contact: Email info@example.com or call 876-000-0000.
WEBSITE_IMAGES
Goal: Attach an image to supported website content. Before you start: 1. Use one clear image. 2. Avoid screenshots with tiny text. 3. Do not upload private IDs, confidential documents, or sensitive personal information. 4. Check image quality before sending. Step by step: 1. Write the website command. 2. Attach the image. 3. Send the command from an authorized sender. 4. Wait for Beacon confirmation. 5. Open the website on mobile and desktop. 6. If the post is wrong, delete the post and send a corrected version. What Beacon should return: Beacon should attach the image to supported website content. Common mistakes: 1. Attaching multiple competing images. 2. Uploading private or confidential information. 3. Not checking how the image looks on mobile.
Example commands
Website announcement: Registration opens Monday. Attach one clear image to the email or command. Show website posts Delete website post [ID]
WEBSITE
Goal: Remove the wrong website post from public display without destroying the audit trail. Step by step: 1. Send Show website posts. 2. Review the returned list. 3. Find the correct post ID. 4. Send Delete website post [ID]. 5. Open the website. 6. Confirm the post no longer appears. 7. Publish the corrected content if needed. What Beacon should return: Beacon should soft-delete the selected website post. Common mistakes: 1. Guessing the post ID. 2. Deleting before checking the list. 3. Forgetting to publish the corrected post.
Example commands
Show website posts Show website updates Delete website post 12 Website announcement: Corrected announcement text.
WEBSITE
Goal: Understand how Website Store works inside Beacon Sites. Beacon Store is part of Website / Beacon Sites. It is not a separate product area. When an entity has Website access, Beacon can support product listings, product images, categories, cart, checkout, PayPal setup, and order confirmation for that entity. The store is linked to the entity by SchoolId. Products, categories, carts, orders, payments, product images, and PayPal settings all belong to the entity that owns the website. Before checkout can work: 1. The entity must have Website access. 2. Commerce settings should be active. 3. Products must be active, published, checkout-enabled, and in stock. 4. The entity must link valid PayPal credentials. 5. The public site or store link must route to that entity. What Beacon should return: Beacon should show product/store commands, product links, cart links, checkout setup guidance, and PayPal setup guidance when Website Store is available. Common mistakes: 1. Treating Commerce as a separate help category. 2. Adding products without publishing them. 3. Leaving inventory as OUT_OF_STOCK. 4. Trying PayPal checkout before linking PayPal. 5. Saving Sandbox credentials while the checkout environment is LIVE.
Example commands
help website help store help products Show my website Share my website Show products Add product Blue Polo for 25 dollars in Uniforms Link PayPal Open store
WEBSITE
Goal: Create and manage products for the entity website store. Products are linked to the entity by SchoolId. A product should normally be ready to sell when created. That means it should be active, published, checkout-enabled, and in stock. Recommended product defaults: 1. IsActive = 1. 2. IsPublished = 1. 3. CheckoutEnabled = 1. 4. InventoryStatus = IN_STOCK. 5. InventoryQuantity has a sellable quantity. 6. AllowBackorder is enabled if the entity wants sales even when stock reaches zero. Step by step: 1. Add a product by command. 2. Confirm the product appears in Show products. 3. Add an image if needed. 4. Confirm the product is published and in stock. 5. Open the store page. 6. Add the product to the cart and test checkout. What Beacon should return: Beacon should create the product, assign it to the correct entity, return product details, and show available next commands. Common mistakes: 1. Product is created with inventory set to zero. 2. Product is active but not published. 3. CheckoutEnabled is off. 4. Product has no image and looks incomplete. 5. Product belongs to the wrong SchoolId.
Example commands
Add product Topaz EMR for 100 dollars in Software Show products Show product 1 Feature product 1 Publish product 1 Hide product 1 Delete product 1 Update product 1 price to 150 Mark product 1 in stock
WEBSITE_IMAGES
Goal: Add or replace an image for a website store product. Product images help customers understand what they are buying. Beacon can create a secure product image upload link from a command. The image is attached to the selected product and can become the main product image. Step by step: 1. Send Show products. 2. Find the ProductId. 3. Send Add image to product [ProductId]. 4. Open the upload link. 5. Choose the image. 6. Submit the upload. 7. Return to Voice Commander or the store. 8. Refresh the product/store page. What Beacon should return: Beacon should create a secure upload link for that product and attach the uploaded image to the entity product. Common mistakes: 1. Uploading an image to the wrong ProductId. 2. Using blurry images. 3. Uploading confidential documents instead of public product images. 4. Forgetting to refresh the store page after upload.
Example commands
Show products Add image to product 1 Set product 1 image Add photo to product 1 Show product 1
WEBSITE
Goal: Open the public store for the entity website. The store should be reachable from the entity website when the entity has Website access and at least one visible product. Visitors do not need a Beacon login or voice token to shop. Admins use Beacon commands to manage products. Customers use the public website, store, cart, PayPal checkout, and confirmation pages. Step by step: 1. Send Show my website. 2. Open the returned website link. 3. Use the Shop or Products link. 4. Confirm products appear. 5. Add a product to cart. 6. Continue to checkout. 7. Pay through PayPal. 8. Confirm the order. What Beacon should return: Beacon should return the website link, QR code, or store link depending on the command. Common mistakes: 1. Looking for Commerce as a separate public area. 2. Forgetting the store belongs under the website. 3. Testing with no active published products. 4. Using the wrong SchoolId or site slug.
Example commands
Show my website Share my website Open store Show store Show products
WEBSITE
Goal: Connect the entity PayPal account to the website store. Products and cart can be enabled by default, but PayPal payment cannot be completed until the entity links valid PayPal credentials. PayPal credentials are stored per entity by SchoolId. Beacon package billing and entity store checkout are separate payment flows. Before you start: 1. Confirm you are setting up the correct entity. 2. Confirm whether you are using LIVE or SANDBOX. 3. Copy the Client ID and Secret from the same PayPal REST app. 4. Do not mix Live and Sandbox credentials. Step by step: 1. Send Link PayPal. 2. Open the secure PayPal setup page. 3. Choose LIVE or SANDBOX. 4. Enter Client ID. 5. Enter Secret. 6. Enter merchant email if required. 7. Save. 8. Click Test PayPal Connection. 9. Confirm the test succeeds before public checkout. What Beacon should return: Beacon should open the PayPal setup page and save the credentials for the current entity. Common mistakes: 1. Saving Sandbox credentials under LIVE. 2. Saving LIVE credentials under SANDBOX. 3. Copying the Secret from a different PayPal app. 4. Leaving the Secret blank during first setup. 5. Testing checkout before the PayPal test succeeds.
Example commands
Link PayPal Open PayPal settings Test PayPal connection Open store
WEBSITE
Goal: Understand the customer checkout flow. A customer opens the store, adds products to the cart, enters checkout details, and continues to PayPal. If PayPal succeeds, Beacon confirms the order and clears the old cart. If the customer cancels from PayPal before payment, Beacon should reopen the cart so the customer can try again. Correct flow: 1. Customer adds product to cart. 2. Customer clicks checkout. 3. Beacon creates a pending order. 4. Beacon creates a PayPal order. 5. Customer is sent to PayPal. 6. If customer pays, Beacon captures payment and confirms the order. 7. If customer cancels, Beacon cancels the pending order and reopens the cart. What Beacon should return: Beacon should never leave a customer stuck with a locked cart after a cancelled or failed PayPal attempt. Common mistakes: 1. Locking the cart before PayPal succeeds. 2. Reducing inventory before payment is captured. 3. Not reopening the cart when PayPal is cancelled. 4. Reusing an old locked cart cookie.
Example commands
Open store Add product to cart Continue to PayPal Cancel PayPal checkout Try checkout again
WEBSITE
Goal: Understand order status during website store checkout. Beacon creates a pending order before redirecting the customer to PayPal. The order should remain unpaid until PayPal confirms/captures payment. After successful capture, Beacon marks the order paid and shows the order confirmation page. Common order statuses: 1. PENDING_PAYMENT means the customer started checkout. 2. UNPAID means PayPal has not completed payment yet. 3. PAID means payment was captured. 4. CANCELLED means the customer cancelled before payment. 5. FAILED means PayPal or capture failed. What Beacon should return: After successful payment, Beacon should send the customer to the order confirmation page. The old cart should not be reused for more shopping. Common mistakes: 1. Treating PENDING_PAYMENT as paid. 2. Reducing inventory before payment capture. 3. Not checking PayPalOrderId when debugging. 4. Testing with the wrong SchoolId.
Example commands
Open order confirmation Check order status Retry checkout Open store
TROUBLESHOOTING
Goal: Fix common Website Store checkout problems. If a product says out of stock, check inventory status, quantity, checkout enabled, published, and active flags. If PayPal says not configured, check the entity PayPal row. If PayPal says invalid_client, check the LIVE/SANDBOX environment and the Client ID/Secret pair. If the cart says it can no longer be changed, the cart may be locked from a prior PayPal attempt and should be reopened or replaced. Quick checks: 1. Confirm the product belongs to the right SchoolId. 2. Confirm the product is active, published, checkout-enabled, and in stock. 3. Confirm CommerceSettings allows catalog, cart, and checkout. 4. Confirm PaymentProviderSettings has valid credentials for the same SchoolId and environment. 5. Confirm PayPal test succeeds before public checkout. 6. Confirm cancelled PayPal attempts reopen the cart. What Beacon should return: Beacon should explain the failed step instead of leaving the customer stuck. Common mistakes: 1. SchoolId mismatch. 2. LIVE/SANDBOX mismatch. 3. Empty encrypted PayPal secret. 4. Product inventory set to zero. 5. Old locked cart cookie.
Example commands
Show products Show product 1 Mark product 1 in stock Link PayPal Test PayPal connection Open store Continue to PayPal
EVENTS
Goal: Publish an event update. Before you start: 1. Confirm Beacon Sites is active. 2. Confirm event details: name, date, time, location, and audience. 3. Keep the event message clear. Step by step: 1. Send help events if you need guidance. 2. Send Website events: followed by the event details. 3. Wait for Beacon confirmation. 4. Open the website. 5. Confirm the event appears. 6. Correct or delete the post if needed. What Beacon should return: Beacon should publish or prepare the event update. Common mistakes: 1. Forgetting the date or time. 2. Publishing event information before it is confirmed. 3. Using announcement command when the event section should be updated.
Example commands
help events Website events: Board meeting Tuesday at 6 PM. Show website posts Delete website post [ID]
REGISTRATION_QR
Goal: Create a QR registration link for a selected audience or purpose. Before you start: 1. Create the category first. 2. Confirm the category appears in Show categories. 3. Decide where the QR code will be shared. 4. Test the QR on a phone before public use. Step by step: 1. Send Show categories. 2. Create the category if needed. 3. Send Generate registration QR for [category]. 4. Save the returned QR code. 5. Scan it on a phone. 6. Confirm it routes people to the correct registration flow. 7. Share it publicly only after testing. What Beacon should return: Beacon should create a QR registration link for the selected group or purpose. Common mistakes: 1. Generating QR for a category that does not exist. 2. Sharing QR before testing. 3. Sending people to the wrong category.
Example commands
Show categories Create category Volunteers Generate registration QR for Volunteers
WHATSAPP
Goal: Make sure people are connected to the correct group. Before you start: 1. Confirm the category exists. 2. Confirm the WhatsApp or community link is correct. 3. Make sure the link belongs to the right audience. Step by step: 1. Create or confirm the category. 2. Add or verify the WhatsApp/community link in the admin workflow. 3. Test the link. 4. Confirm the link routes to the correct group. 5. Only then share the registration or category QR. What Beacon should return: When configured, Beacon should connect audiences to the correct group. Common mistakes: 1. Attaching the wrong WhatsApp link to the wrong category. 2. Sharing links before testing. 3. Using one group for unrelated audiences.
Example commands
Show categories Create category Volunteers Use the WhatsApp category setup provided by the admin workflow. Generate registration QR for Volunteers
SOCIAL_POSTING
Goal: Prepare or queue a social post. Before you start: 1. Confirm social posting is included in the package. 2. Write a short public-safe message. 3. Send a test post or draft before relying on it. Step by step: 1. Write the social post command. 2. Include the audience or purpose. 3. Wait for Beacon response. 4. Review the post or approval if required. 5. Confirm public posting after approval. What Beacon should return: Beacon should queue or prepare a social post when enabled. Common mistakes: 1. Trying social posting on a package that does not include it. 2. Posting unapproved public information. 3. Not reviewing the social post before publication.
Example commands
Post volunteer announcement to Facebook Post registration reminder to Facebook Website announcement: Volunteer registration opens Monday.
TRAINING
Goal: Create a training course draft. Who can do this: An authorized sender with Training enabled in the package. Before you start: 1. Decide the topic. 2. Decide the audience. 3. Make the prompt clear. 4. Use a topic that is suitable for your organization. Step by step: 1. Send a course creation command. 2. Beacon generates the course draft. 3. Open the review link. 4. Review modules, lessons, quiz, and final test. 5. Approve the course when ready. 6. Do not assign it until you are satisfied with the content. What Beacon should return: Beacon should return a review link for the generated course. Common mistakes: 1. Giving a vague course prompt. 2. Assigning the course before reviewing it. 3. Forgetting Training is package-controlled.
Example commands
Create training course on Data Protection Act 2020 in Jamaica Create training course on workplace safety for new staff Create training course on customer service basics for volunteers
TRAINING
Goal: Make sure the course is ready. Before you start: 1. Open the course review link. 2. Check the title and description. 3. Check every module and lesson. 4. Check the quiz and final test. 5. Check that the course is appropriate for the audience. Step by step: 1. Open the review link. 2. Read the course structure. 3. Edit or regenerate if needed. 4. Approve the course. 5. Confirm the course is published. 6. Use Show courses before assigning it. What Beacon should return: Beacon should mark the course as approved or published. Common mistakes: 1. Approving without reading. 2. Assigning an unpublished course. 3. Not checking the test questions.
Example commands
Open course review link Approve course Show courses
TRAINING
Goal: Find the course number to avoid mistakes when assigning. Step by step: 1. Send Show courses. 2. Review the active course list. 3. Note the course number. 4. Use the number when assigning. 5. Confirm Beacon assigns the correct course. What Beacon should return: Beacon should list active courses with course numbers. Common mistakes: 1. Speaking or typing a long course title incorrectly. 2. Assigning the wrong course. 3. Trying to assign a draft course.
Example commands
Show courses Show course List courses
TRAINING
Goal: Assign a published course to one category. Before you start: 1. Confirm the course is published. 2. Send Show courses and get the course number. 3. Send Show categories and confirm the category exists. Step by step: 1. Send Show courses. 2. Note the course number. 3. Send Show categories. 4. Confirm the target category. 5. Send Assign course [number] to category [category]. 6. Wait for Beacon confirmation. 7. Check progress later. What Beacon should return: Beacon should assign the course to the selected audience. Common mistakes: 1. Assigning by long title instead of number. 2. Using a category that does not exist. 3. Assigning before publishing.
Example commands
Show courses Show categories Assign course 1 to category Staff Assign course 2 to category Volunteers
TRAINING
Goal: Assign a published course to all contacts. Before you start: 1. Confirm the course is correct. 2. Confirm the course is published. 3. Understand that this can affect many people. Step by step: 1. Send Show courses. 2. Confirm the course number. 3. Send Assign course [number] to all contacts. 4. Wait for Beacon confirmation. 5. Monitor progress. What Beacon should return: Beacon should assign the course to all eligible contacts. Common mistakes: 1. Assigning to everyone when only Staff should receive it. 2. Not reviewing the course first. 3. Not checking package limits.
Example commands
Show courses Assign course 1 to all contacts Show course 1 progress
TRAINING
Goal: Know the training completion flow. Step by step: 1. Learner opens the course link. 2. Learner studies the lessons. 3. Learner completes the quiz or final test. 4. Beacon records the score. 5. If the learner passes, Beacon issues the certificate. 6. Certificate uses the fixed system certificate template. 7. Certificate includes learner, course, issue date, certificate number, and verification code. What Beacon should return: Beacon should mark completion and issue a certificate after passing. Common mistakes: 1. Expecting certificate before the final test is passed. 2. Using different certificate templates. 3. Not checking completion status.
Example commands
Open course link Complete course Take final test Open certificate Verify certificate
TRAINING
Goal: View training accountability. Before you start: 1. Know the course number. 2. Use Show courses if you do not know it. Step by step: 1. Send Show courses. 2. Find the course number. 3. Send Show course [number] progress. 4. Review not started, started, completed, passed, failed, score, and certificate details. 5. Follow up with people who have not started or failed. What Beacon should return: Beacon should return a training progress report. Common mistakes: 1. Asking for progress by long course title. 2. Not knowing the course number. 3. Forgetting that only assigned learners appear in the report.
Example commands
Show courses Show course 1 progress Training report for course 1 Show who completed course 1 Show scores for course 1 Show who has not started course 1
BEACON_AGENT
Goal: Enable Beacon Agent access when included in the package. Before you start: 1. Confirm Beacon Agent is included in the package. 2. Confirm contacts are eligible. 3. Send command from an authorized sender. Step by step: 1. Send Activate Beacon Agent. 2. Wait for Beacon to create or reuse Agent links. 3. Review the response. 4. Share or use Agent links according to your workflow. 5. Do not forward Agent links to unauthorized people. What Beacon should return: Beacon should create or reuse secure Agent links. Common mistakes: 1. Trying Agent when package does not include it. 2. Forwarding secure links to the wrong people. 3. Confusing Beacon Agent with the admin login.
Example commands
Activate Beacon Agent help beacon agent
BEACON_AGENT
Goal: Find why Agent is not working. Step by step: 1. Send help beacon agent. 2. Confirm the command came from an authorized sender. 3. Confirm the package includes Beacon Agent. 4. Confirm the subscription is active. 5. Confirm eligible contacts exist. 6. Try Activate Beacon Agent again. 7. Contact support if the package includes it and it still fails. What Beacon should return: Beacon should either provide Agent guidance, activate links, or explain why access is blocked. Common mistakes: 1. Package does not include Agent. 2. Sender is not authorized. 3. No eligible contacts exist.
Example commands
help beacon agent Activate Beacon Agent Open billing
REPORTS
Goal: Generate a communication report. Before you start: 1. Confirm reports are included in the package. 2. Choose the period. 3. Send from an authorized sender. Step by step: 1. Send help reports if needed. 2. Send Generate report for this month. 3. Wait for Beacon to produce the report. 4. Review notices, activity, or delivery details. 5. Save the report if needed. What Beacon should return: Beacon should create a communication report when reports are enabled. Common mistakes: 1. Trying reports on a package without reports. 2. Asking for unclear date ranges. 3. Not checking report limits.
Example commands
help reports Generate report for this month Generate report for last month
AUDITS
Goal: Generate an audit summary. Before you start: 1. Confirm audit/report access is available. 2. Choose the week or period. 3. Send from an authorized sender. Step by step: 1. Send Generate audit report for this week. 2. Wait for Beacon to prepare the audit summary. 3. Review requested actions, completed actions, and timestamps. 4. Save the report for internal records. What Beacon should return: Beacon should create an audit summary. Common mistakes: 1. Confusing delivery reports with audit reports. 2. Asking for an unclear period. 3. Trying to use reports after a package expires.
Example commands
Generate audit report for this week Generate audit report for this month
TRAINING_REPORTS
Goal: See learner progress for a course. Before you start: 1. Confirm Training is included. 2. Know the course number. 3. Use Show courses if needed. Step by step: 1. Send Show courses. 2. Note the course number. 3. Send Show course [number] progress. 4. Review not started, started, completed, failed, passed, scores, and certificates. 5. Follow up with incomplete learners. What Beacon should return: Beacon should show progress by learner. Common mistakes: 1. Asking for training progress before assigning the course. 2. Using a long course title incorrectly. 3. Forgetting to check who has not started.
Example commands
Show courses Show course 1 progress Show who has not started course 1 Show who completed course 1 Show scores for course 1
EMERGENCIES
Goal: Understand emergency command options. Step by step: 1. Send help emergencies. 2. Review urgent communication guidance. 3. Write a short message. 4. State what happened. 5. State who is affected. 6. State the action required. 7. Send the emergency command. What Beacon should return: Beacon should provide emergency guidance or prepare the urgent notice. Common mistakes: 1. Using emergency wording for routine reminders. 2. Not giving clear action instructions. 3. Writing a long confusing message.
Example commands
help emergencies Emergency: Building closed immediately. Follow safety instructions. Alert everyone: Please exit the building and move to the assembly area.
PACKAGE_ACCESS
Goal: Know why a feature may be blocked. Package-controlled examples: 1. Beacon Sites requires a website-enabled package. 2. SMS requires an SMS-enabled package. 3. Reports require report access. 4. Beacon Agent requires Agent access. 5. Social posting requires social posting access. 6. Training requires Training access. 7. Website-only packages may not include full communication features. Step by step: 1. Identify the feature you are trying to use. 2. Check the package. 3. Confirm the subscription is active. 4. Confirm the sender is authorized. 5. Retry the command. 6. Upgrade or renew if needed. What Beacon should return: Beacon should either perform the action or explain access is not available. Common mistakes: 1. Assuming a command is wrong when the package does not include the feature. 2. Trying full Beacon commands on a website-only package. 3. Letting the package expire.
Example commands
Show my website help website help reports Activate Beacon Agent Open billing Renew package
SECURITY
Goal: Keep Beacon secure. Before you start: 1. Know which email is approved. 2. Use that email for commands. 3. Keep the inbox secure. 4. Do not forward activation links to unauthorized people. Step by step: 1. Confirm the Primary Authorized Sender email. 2. Send commands from that address. 3. If a command is ignored, check the sender email. 4. If a new person needs access, add them through the proper admin workflow. 5. Never share secure activation or Agent links casually. What Beacon should return: Beacon should process commands from approved senders and reject or ignore unapproved senders. Common mistakes: 1. Sending from a personal email instead of the approved email. 2. Forwarding activation links. 3. Letting one email manage multiple unrelated entities.
Example commands
activate voice commands help Show categories
TROUBLESHOOTING
Goal: Get the voice setup link. Step by step: 1. Confirm you sent activate voice commands from the approved sender email. 2. Check spam and junk. 3. Send activate voice commands again. 4. Wait for Beacon reply. 5. If still missing, confirm the sender is authorized. 6. Confirm the package includes voice commands. 7. Contact support only after these checks. What Beacon should return: Beacon should send or refresh the secure voice setup link. Common mistakes: 1. Sending from an unapproved email. 2. Checking the wrong inbox. 3. Browser or email filtering hides the setup link.
Example commands
activate voice commands help
TROUBLESHOOTING
Goal: Find the cause of a failed command. Step by step: 1. Confirm the command came from an authorized sender. 2. Send help. 3. Send the feature-specific help command. 4. Check package access. 5. Check category names if the command uses an audience. 6. Try a simpler command. 7. Contact support if basic help works but the feature still fails. What Beacon should return: Beacon should respond to help if the sender and system are working. Common mistakes: 1. Wrong sender email. 2. Feature not included in package. 3. Category spelling mismatch. 4. Command is too vague.
Example commands
help help website help categories help reports Show categories Show my website
TROUBLESHOOTING
Goal: Find why the website is unavailable. Step by step: 1. Send Show my website. 2. Confirm Beacon Sites is included in the package. 3. Confirm the package is active. 4. Confirm the website was provisioned. 5. Try Share my website. 6. If the package expired, renew it. 7. Contact support if active website package still fails. What Beacon should return: Beacon should return the public site link if active. Common mistakes: 1. Website-only package expired. 2. Package does not include website. 3. Testing an old link after setup changed.
Example commands
Show my website Share my website Open billing Renew package
TROUBLESHOOTING
Goal: Find why reports are blocked. Step by step: 1. Send help reports. 2. Confirm the package includes reports. 3. Confirm the subscription is active. 4. Confirm the report period is clear. 5. Try Generate report for this month. 6. Try Generate audit report for this week. 7. Check usage limits or contact support if needed. What Beacon should return: Beacon should generate the report or explain why it is not available. Common mistakes: 1. Package does not include reports. 2. Date period is unclear. 3. Report limits reached.
Example commands
help reports Generate report for this month Generate audit report for this week
COMMAND_REFERENCE
Use this as the fast lookup when you already know what you want to do. For step-by-step help, use the modules above.
Example commands
activate voice commands help help website help categories help events help emergencies help reports help beacon agent Show categories Create category Volunteers Add Jane Doe to Staff Move Jane Doe to Volunteers Remove Jane Doe from Staff Notify everyone: message Notify Staff: message Emergency: message Show my website Share my website Website announcement: message Website news: message Website events: message Website about: message Website contact: message Website promotion: message Show website posts Delete website post 12 Generate registration QR for Volunteers Post volunteer announcement to Facebook Create training course on workplace safety Show courses Assign course 1 to category Staff Assign course 1 to all contacts Show course 1 progress Activate Beacon Agent Generate report for this month Generate audit report for this week Website Store / Commerce: Open store Show products Add product Blue Polo for 25 dollars in Uniforms Show product 1 Feature product 1 Publish product 1 Mark product 1 in stock Add image to product 1 Link PayPal Test PayPal connection