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Choose ==General==Bookings have a "status" which can be manually changed or changed via an Auto Action. *"New" are bookings which have not been opened to view. Once you open them and save or update them the status will change to "Confirmed". In {{#fas:cog}} (SETTINGS) PROPERTIES > BOOKING RULES > BOOKING STATUS you can set which status you want to apply to new bookings.*"Confirmed" *"Request"*""Inquiry" bookings do not block the room. *"Cancelled"*"Black" bookings are bookings without guests. They can be used to close a room. Black bookings are not considered in reports. The second selection allows you to add a "sub status". The sub status has no direct effect on the booking. Its purpose is to hold information and allow you create reports according to this information. For an overview can choose from three different viewsto view all bookings:
<embedvideo service="youtube">https://youtu.be/Ohhx1ZfPxNw</embedvideo>
"New" === Group bookings=== In the calendar group bookings are bookings which have not been opened to viewmarked with a {{#fas:circle}} icon. Once you open them and save or update them For the status will change to "Confirmed". In SETTINGS->ACCOUNT PREFERENCES you can set which status you want to apply to new bookingsmaster booking, the circle is filled.
"Black Bookings" are bookings without guest. They can be used More information on [[Group_Bookings|how to close a room. Black manage group bookings are not considered in reports]].
The second selection allows you to add a <embedvideo service="sub statusyoutube">https://youtu. The sub status has no direct effect on the booking. Its purpose is to hold information and allow you create reports according to this information. be/RrJcMyyr7s8</embedvideo>
1. Export your *Other bookings into can be uploaded as a .csv filefrom in {{#fas:cog}} (SETTINGS) PROPERTIES.
2== Room Assignment==By default the system automatically assigns a room to each booking. Go to SETTINGS -> ACCOUNT -> ACCOUNT ACCESS and allow API access
3. Go If you generally want to httpsassign rooms manually you can change the setting for "Booking Allocation" in {{#fas://api.beds24.comcog}} (SETTINGS) PROPERTIES > ROOMS > SETUP.
4. Click on https://api.beds24.com/getbookings If you want to rearrange your room assignment you can move the booking
5<embedvideo service="youtube">https://youtu. Download a sample file so you have the correct formatbe/LvhP9aTvzuQ</embedvideo>
6<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> If you have a room type with a quantity of more than one the system will allow a guest to book multiple days as long as one room of the type is a available on each day. Open If this causes that the file in a Excel or similar and dd your existing bookings in exactly guest will have to move during the same format into stay you will need to shuffle the filebookings manually.
7=== Prevent Room Changes=== If a booking is imported from a channel and you have changed the room in Beds24 you need to change the setting for "Allow Channel Modifications" in the "Details" tab ot the booking to prevent the channel to override the room change with the next update. Upload If the modified .csv file via https://api.beds24.com/putbookingscsvinfo codes LOCKROOM or LOCKUNIT manual room changes by staff are not possible.php
The instructions If you do not see these in https://api.beds24.com/putbookingscsv.php explain the procedure the drop down list you can manually add them in detail.{{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES "Booking Info Code Presets "
| BREAKFAST
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=== Logs=== The logs shows all changes which have been madeare available until one month after check-out.
no edit summary
This page is about the menu BOOKINGS
__TOC__
*Grid with drag-and-drop function to quickly change rooms
*Sortable list
[[Media:BOOKINGS.png|view large]]
*Calendar view *Guests'''Status'''*Pending payments
== Add Bookings ==
If you want to manually add a booking for a guest who previously stayed use the "Search" field in the booking.
<embedvideo service="youtube">https://youtu.be/aciym__Y4Zg-baTic4zHpI</embedvideo>
=== Upload Import existing bookings when you are starting===Bookings can *For Booking.com, Airbnb and Expedia we have the option to automatically import all upcoming bookings. We recommend to use this method because for bookings imported directly from Booking.com we will then be able to automatically import changes. uploaded as a You can use this function when the channel manager is set up but not activated. The button is available in {{#fas:cog}} (SETTINGS) CHANNEL MANAGER->AIRBNB/BOOKING.COM/EXPEDIA.csv file through our API
== Check guests in and check guests out ==
Also you can always check a guest in by opening the booking and setting the info code "Checkin" in the "Info" tab.
In {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES "Check-in Rules" you can limit the check-in function for the Dashboard modules. If you use our integration integrations with [[Nuki,io|Nuki]] or [[Remotelock.com|Remotelocks]] guests will be auto checked in when they first open a lock. For more information on self-check-in please see [[:category:Self-Check-in|here]].
== Manage bookings ==
After clicking on '''BOOKINGS''' in the top menu you will see your bookings in a a CALENDAR view or LIST view. By default you will see all bookings from today. You can use the selector to view only certain bookings.
You can edit a booking by clicking on it to open the booking in a popup. When you open the booking you see several tabs:
'''Booking Info Template'''
The customizable summary can be created in {{#fas:cog}} (SETTINGS->) ACCOUNT -> PREFERENCES "Booking Info Template" using template variables.
If you want to hide the info tab click on the 'User' icon on the top right and then on 'Account Management (in the old control panel SUB ACCOUNT in the top right) then click on "Manage Account" and add the phrase '''bookedit-info''' in "Hide menu pages"
| CHECKIN
| check-out in function
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| LOCKSTATEPIN
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| NUKIPIN| Nuki integration
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| LOCKROOM
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| AGODACOLLECT
| Agoda hotel collect booking with extra service (parking, breakfast)
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| AGODACOMSERVICE
| Expedia hotel collect Agoda bookingwith extra service (parking, breakfast)
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| BOOKINGCOMCARD
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| EXPEDIACOLLECT
| VIRTUALCARD
|CARDEXPIRES
| added when the card expires before check-in
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| DEPOSIT
| default valuefrom {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES
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| PAID
| default value from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES
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| UNPAID
| default value from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES|- | CLEAN| default value from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES, used with check-in rules
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| DIRTY
| default value, from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES, used with check-in rules
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| REPAIR| default value from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES
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| CANCELLED_BY_OWNER
| Homeaway XMLto report cancellations
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| CANCELLED_BY_OWNER_INVALID_CARD
| Homeaway XML to report cancellations
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| CANCELLED_BY_OWNER_NO_PAYMENT
| Homeaway XML to report cancellations
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| CANCELLED_BY_OWNER_UNIT_NOT_AVAILABLE
| Homeaway XML to report cancellations
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Example:
If you use the code "CHECKEDINCHECKIN" when guests check in and "CHECKEDOUT" when guests check out, you could create a custom report to show bookings with the info code "CHECKEDIN" but without the info code "CHECKEDOUTCHECKOUT" effectively showing only guests who have checked in and haven't checked out yet.
'''Create your own info codes'''
Presets for info codes can be defined in {{#fas:cog}} (SETTINGS->) ACCOUNT -> PREFERENCES "Booking Info Code Presets ". Ideas for commonly used info codes:
BREAKFAST
After you have created an info code will be able to manually add it from the list of presets in the booking or automatically add them via [[Auto_Actions|auto actions]].
====Bedding ====
You can set up Info Codes with bedding information.
'''Step 1''': Go to {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES and add Info Codes for the bed types you have the Info Codes have to start with BED_ Examples:
BED_DOUBLE
BED_TWIN
BED_SINGLE
'''Step 2''': Add the applicable Info Code on the "Info" tab of the booking.
'''Step 3''': Go to the DASHBOARD and add the "Bedding" Column to the modules in which you need this information.
'''Step 4''': If you require a report you can generate a "Group Arrivals" report
==== Icons ====
<span class="" style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Enhance display of bookings with icons.
1. Go to {{#fas:cog}} (SETTINGS->) ACCOUNT -> PREFERENCES and set "Booking Show Icons" = Show.
2. Go to {{#fas:cog}} (SETTINGS->) ACCOUNT -> PREFERENCES and and create "Booking Info Code Values".
Supported are all free solid [https://fontawesome.com/icons?d=gallery&s=solid&m=free Font Awesome icons]. Get the name for the icons you want to use from there and enter I- followed by the icon name :
I-bell
TRANSFER I-money-bill
CHECKIN I-bell
After you have created an info code will be able to manually add it from the list of presets in the booking or automatically add them via [[Auto_Actions|auto actions]]. If you add a text with it will show when you hover on the icon.
When you want to select a different UNIT, if the symbol ® is next to a unit/room, this indicates there is already a booking in this unit, so you should choose another unit.
Which information you see on this tab is defined by the settings activated in {{#fas:cog}} (SETTINGS->) PROPERTIES->BOOKING QUESTIONS.
=== Detail===
'''Split''' can be used to split a booking for multiple rooms into separate bookings so each can be assigned to an individual room. All split bookings will be linked so they can be easily managed.
'''FLAG''' can be used to flag bookings that require special attention. The flag text is displayed with the other booking fields within the control panel and the [FLAG] [[Template Variables|template variable]] can be used to display this text as "hovertext" when the mouse cursor is positioned over the flagged booking in the Calendar view. Flags can also be automatically applied via Auto Action which you can set up in {{#fas:cog}} (SETTINGS->) GUEST MANAGEMENT->AUTO ACTIONS.
[[Image:Detail.png|600px|link=]]
Which information you see on this tab is defined by the settings activated in {{#fas:cog}} (SETTINGS->) PROPERTIES->BOOKING QUESTIONS.
=== Charges and Payments ===
In the tab ''Charges and Payments'' you can manage guests charges and payments.
Information from your booking page or sent from a channel are automatically entered. For bookings from OTAs you can adjust how the charges and payments are imported in {{#fas:cog}} (SETTINGS->) CHANNEL MANAGER.
On this tab you can:
*Enter or change '''chargeable items''', '''payments''' or '''pending payments'''. Click on the + icon to add and enter a blank new row.
**Upsell Items which are created in {{#fas:cog}} (SETTINGS->) BOOKING ENGINE->UPSELLING can be automatically selected as charges.**You can create invoice items for items sold on site in {{#fas:cog}} (SETTINGS->) GUEST MANAGEMENT-> INVOICE "Invoice Items".
*To remove an item click on the ... menu and then choose "Delete".
*Under "Pending Payments" you can schedule outstanding payments. Pending payments can be collected manually or automatically. The option to charge automatically is available for customers who use [[Stripe|Stripe]] only.
**Channel collect payments with virtual cards can be set to be automatically collected in the respective channel menu.
**A manual charge to a card can be made if the credit card has been sent to Stripe by clicking on the ... menu and then clicking on "charge now".
**In {{#fas:cog}} (SETTINGS->) GUEST MANAGEMENT->PAYMENT RULES you can create rules and info codes for pending payments.
After the payment was collected you will see a status information on the "Info" tab. Successful collections will be moved from "Pending Payments" to "Payments".
The "Status" field can be used to specify the type of an item. Examples are payment methods or categorizing items for reporting. You can preset your status values in {{#fas:cog}} (SETTINGS->) GUEST MANAGEMENT-> INVOICE "Invoice Items".
By default the description of the lodging price displays room name, check-in date and check-out date. You can change what is displayed there in {{#fas:cog}} (SETTINGS->) GUEST MANAGEMENT-> INVOICE "Invoice Item Room Description".
In the tab ''INVOICE'' you can generate and print an Invoice.
*Customisation for the invoice can be done {{#fas:cog}} (SETTINGS -> ) GUEST MANAGEMENT -> INVOICE.
[[Image:Invoice.png|600px|link=]]
*If a booking required separate invoices (i.e. room charged to a company, extras charged to the guest) you can use the "Invoicee" function in {{#fas:cog}} (SETTINGS -> ) GUEST MANAGEMENT -> INVOICEE.
=== Mail ===
In the tab "Mail" you can send out the standard e-mails you have defined under {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT
[[Image:Mail.png|560px|link=]]
*Add Existing Guest: Search the database for an existing guest to add it to the booking.
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} Note: </span> Updating a guest will not change the content to the "Summary" tab of the booking.
=== Prevent Room ChangesLogs=== If a booking is imported from a channel and you The logs shows changed which have changed the room in Beds24 you need been made to change the setting for "Allow Channel Modifications" in the "Details" tab ot the booking to prevent the channel to override the room change with the next update. If the info codes LOCKROOM or LOCKUNIT manual room changes by staff are not possible. If you do not see these in the the drop down list you can manually add them in SETTINGS->ACCOUNT -> PREFERENCES "Booking Info Code Presets "
[[Image:Logs.png|600px|link=]]
=== Delete Bookings ===
Deleted bookings are permanently removed from the system and can not be restored.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you have a booking with a locked invoice you will not be able to delete the booking.
=== Cancellations ===
Direct booking can be cancelled by changing the status to "Cancelled". For bookings from channels the cancellation has to be made on the channel either by the guest or by the channel. If this is not possible you can change the status in Beds24 and set "Allow Channel Modifications" = No in the "Details" tab of the booking. This will stop and update from the channel to override the status change but not actually cancel the booking in the channel.
You can allow guests to cancel bookings themselves. By default the system uses the policy you can set under {{#fas:cog}} (SETTINGS -> ) PROPERTIES -> BOOKING RULES. You have the option to override these settings for offers ({{#fas:cog}} (SETTINGS -> ) PROPERTIES -> ROOMS->OFFERS) or individual bookings. If you allow cancellations you can send your guests a link to let them cancel via the system without contacting you. Include the template variable [CANCELURL] into your e-mail confirmation message. When guests cancel a booking they will receive a system notification that the booking was cancelled. If required you can set up an additional Auto Action Email in {{#fas:cog}} (SETTINGS -> ) GUEST MANAGEMENT -> AUTO ACTIONS.
=== Bulk Changes===
*Move bookings to another room.
*To bulk delete bookings the status has to be changed to "Cancelled" first.
=== Search Bookings ===
To search for a booking, use the SEARCH box on the top of any page.
[[Image:addbooking.png|300px|link=]]
[[Media:addbooking.png|view large]]
You can search on First name, last name, Beds24 booking number, Channel booking number. You will see the list that match your criteria, if not, then you can click on 'Search More' this will search all guest information in a booking.
== Template Variables ==
