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Do the initial Setup

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[[Category:How to]]
[[Category:IntroductionGetting_Started]] ''This page explains how to set up your account''<div class="heading">Set Up Guide</div>
This page explains how to set up your account__TOC__=What you should know and do before getting started= Set Up help =<div class="bluebox">'''You're now only a few steps away from accepting onThis self-line bookings. We recommend setup guide assists you let our [http://wwwthrough your initial setup.beds24.com/wizard/index.php Setup Wizards] guide Beds24 is designed as a self-service system so you through the processcan set up and change all functions yourself at any time.'''
There is context sensitive help throughout our system. If you are stuck, click on the '''?''' <span style="color:#019cde;“ >{{#far:question-circle}} </span> icons. You can also use this [[Main Page|Wiki]] for help.'''
*We provide a range of [[videos|video tutorials]]. There is also a [https://youtube.com/playlist?list=PLxiq-bz-RFGEbM44Yk4SYmGt09UISNzEw&si=kgIZPd_ekiExQGk0 Youtube playlist].*There are recordings of previous [https://wiki.beds24.com/index.php/Webinars webinars] and webinar announcements.*You can let our [http://beds24.com/wizard/index.php Setup Wizards] guide you through the set up process.*We also offer online training sessions for a fee in which we help you set your account up. Send us a support ticket from the SUPPORT button at the top if you want to book a session. *The number format in the Control Panel is the English number format, i.e. decimal places are separated by a full stop (not a comma).
<span class="" style= Terminology "color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> Where you see this <span class="" style=color:#008ACC;“>{{#fas:copy}}</span> icon you can click and then copy the value of this setting to other rooms or properties.</div>== Properties and Rooms =='''Properties''' can be Hotels, Hostels, B&B´s, holiday houses, vacation rentals, apartment houses, camp sites, etc. the system You can handle have one properties or multiple properties of different types.
A '''Rooms''' are a way of splitting your property into separately bookable units. Rooms can have only one , but do not need to, represent ''physical'' rooms. They are a way of splitting up a property into separately bookable sections i.e. bedrooms in a hotel or B&B, vacation rentals, holiday homes, beds in hostel dormitories, camp sites, houseboats, cabins, tours, classes or very many different roomscars etc.
'''Rooms''' can, but do not need to, represent ''physical'' rooms; they are a way of splitting If you rent your property into separately bookable unitsas a whole because it is a vacation rental you will still need one room which is what the guest books.
These units A property can have only one room (a vacation rental) or "Rooms" could be guest bedrooms, hostel dormitories, individual beds in backpackers, camp sites, houseboats, holiday homes, individual a number of different '''room types''' or '''categories''' (a hotel suites, cabinsB&B, tourshostel, classes or cars etcaparthotel).
An 'Each room or room type/category can have ''Offermultiple inventories''' is the price combined with certain conditions. Each room/unit has one or more offers. "Offer 1" is your standard offer to the guest which is always displayed.
<embedvideo service== Multiple Properties or Rooms =="youtube">https://youtu.be/Jd6mFFWhpRE</embedvideo>
Hotels, B&B´s and inns === Multiple Properties or Rooms ===If you are usually using the channel manager we advise to set the booking system up as one property with a number of roomssimilar as your booking channels. If you your lodgings have several independent lodgings edifferent hotel/property codes for Booking.gcom etc. apartments or villas then they must be setup as different properties in Beds24 so you can still set connect them up as rooms if it suits your marketing strategy. Each room (which can also be an apartment, house etc) can have its own pricing and booking rules.
Making different properties means each can have it's own property booking page (if required with individual design). You can also use a multiple property booking page with advanced search functions (e.g. facilities, location) showing all properties.
'''Vacation rentals'''
If you're renting your property as a whole, you still need to define one "Room" which in your case represents your complete property.
If you are using the channel manager we advise to set the booking system up as similar as your booking channels. If your lodgings rentals have different hotel/property codes for bookingBooking.com etc. then they must be setup as different individual properties in the system. For further information see [[Agency_%26_Multiple_Property_Setup|here]]. '''Hotels, B&B´s. hostels'''
Hotels, B&B´s and inns are usually set up as one property with a number of rooms. or room types. If you have several independent lodgings e.g. apartments or villas you can still set them up as rooms if it suits your marketing strategy. Each room (which can also be an apartment, house etc) can have its own pricing and booking rules.
 
= Step by Step Setup =
== '''Step 1''' - General Account Settings ==
Click on ''' {{#fas:cog}} (SETTINGS''' in ) > ACCOUNT and complete your details === Views and Settings ===To setup the top menu barlook of your Control Panel go to {{#fas:cog}} (SETTINGS) > ACCOUNT > PREFERENCES and check the settings for your account Control Panel.  <span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}}</span> Most of the settings can be left with the default value, for more information on each setting, use (?) for the context help. === Outgoing Email ===If you want to send Emails from Beds24, then you need to setup your outgoing email.  Go to {{#fas:cog}} (SETTINGS) > ACCOUNT > OUTGOING EMAIL and for instructions please use the context help (? icons) and click on HELP (? icon right) of this page. === Host Notifications === By default Email notifications about new bookings and system notifications are sent to the Administrator Email address from {{#fas:cog}} (SETTINGS) > ACCOUNT ACCESS.
*Go If you have multiple properties you can set {{#fas:cog}} (SETTINGS) > ACCOUNT > HOST NOTIFICATIONS > Booking notification emails sent to "=Administrator and Cc: Property'''ACCOUNT''' and complete your detailsto send a copy of the confirmation to the property. The Email address used is the one entered in {{#fas:cog}} (SETTINGS) > PROPERTIES > DESCRIPTION
*If you want to use a language other than English on your booking pageSystem notifications are error messages, go answers to '''ACCOUNT''' -> '''LANGUAGES''' support tickets and tick the ones you want other messages which are not directly related to use. If you enable more than one language you will see tabs for each language in your descriptions, information on your a booking page and notifications. Descriptions have to be entered in each language tab.
<embedvideo service="youtube">https://wwwWe recommend you use different Email addresses to send and receive because some Email programs (i.youtubeE. gmail) hide incoming Email if they are from the same Email address.com/watch?v=2nNidEDdm4w</embedvideo>
=== Account access and Security ===
== '''Step 2''' - Property Set UP ==Access including API and security settings can be managed from this menu.
*Go to '''PROPERTIES''' -{{#fas:cog}} (SETTINGS) > ACCOUNT > ACCOUNT ACCESS > '''DESCRIPTION''' and complete your property information*Change Password*Administrator Email*Additional Login*2Factor Authentication*API Keys
<embedvideo service="youtube">https://www== Privacy ===Privacy rules for data management should be managed from this menu.youtubeWe provide settings that allow you to control how your guest's data is stored in Beds24.com/watch?v=S07yG0EUT88</embedvideo>
== '''Step 3''' -Rooms and Offers ==Go to {{#fas:cog}} (SETTINGS) >ACCOUNT > PRIVACY click (?) for more information.
*Go to '''PROPERTIES''' -> '''ROOMS'''. A click on '''EDIT''' will open a field where you can set the name and quantity of "Rooms" of that type available. === Billing ===
Don't forget to '''SAVE'''!You can see the monthly service fees and usage charges, setup payment details for your account, and generate and download your invoice after you have made a payment.
*Go === Booking Page Languages === If you want to use a language other than English on your booking page, go to '''PROPERTIES''' -{{#fas:cog}} (SETTINGS) BOOKING ENGINE > INTERNATIONALIZATION and tick the ones you want to use. If you enable more than one language you will see tabs for each language in your descriptions, information on your booking page and notifications. Descriptions have to be entered in each language tab. == '''ROOMSStep 2''' -Create properties and rooms==You can import properties and rooms or create them manually. <embedvideo service="youtube"> '''OFFERS'''https://youtu.be/CsjMXF2vzEs</embedvideo>An offer is the price combined ===Import from Airbnb===If you have a listing on Airbnb you can import it and create a new property with certain conditions. Each a new room/unit has one or more offersadd a room in a property you already have in Beds24. "Offer 1" is your standard offer to the guest which is always displayedClick [[Connect_Airbnb_Account|here]] for instructions.
You have the option to sell a room at up to four different prices eg. packages, promotions or discounted conditional rates. Each offer can have its own "Booking Type"[[File:Airbnb_import_listing.mp4|640px]]
== '''Step 4''' - Set your Prices =Import from Booking.com===Without prices the system You can not show availability [[Booking.com:_Import_Properties_from_Booking.com_to_Beds24|import your property from Booking.com to Beds24]].
If ===Manual creation ======= '''Step 1''' - Create properties====*Properties and be added in '{{#fas:cog}} (SETTINGS) > PROPERTIES*After you have several rooms with added a similar pricing structure you can "link" prices with or without offsets property go to multiple rooms. '{{#fas:cog}} (SETTINGS) > PROPERTIES > DESCRIPTION and complete your property information
The system has two types of prices[[File:*Daily Prices*RatesProperty_and_Room_Setup.mp4|640px]]
Note: If you use rates you do not need to set up Daily Prices for every day. If required you can use a Daily Price to adjust the prices for an individual date or date range.==== '''Step 2''' - Create rooms====
Which *To set rooms up go to '{{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS . A click on '''EDIT''' will open a field where you can set the name and quantity of "Rooms" of that type you use depends on your pricing structure: available.
'''Daily Prices'''If you sell dorms for which you sell individual beds and not private rooms please also see how to [[Hostel_and_Retreat_Setup|setup dorms]].
Daily Prices are prices for *Go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > OFFERS and define your offer(s).An offer is the price combined with certain conditions. Each room/unit has one dateor more offers. Up "Offer 1" is your standard offer to four prices per date can be defined for example for different occupanciesthe guest which is always displayed.
Daily Prices can be used:*If you want You have the option to fine tune sell a room with different prices on a daily basis*if you do not use Last Minute eg. packages, promotions or Early Bird pricingdiscounted conditional prices. Each offer can have its own "Booking Type".
Go <span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}}</span> If you copy a room all settings will be automatically applied to '''CALENDAR''' in the top menucopy. This is a table giving If you a complete overview of your bookings, rates and inventory. By ticking want to link prices between different rooms remove the boxes prices before you can select what you want to displaycopy the rooms.
Activate ==== '''DAILY PRICESStep 3'''. You can set your room prices here. Click in the DAILY PRICE row and set price - Customize and date range and click add offers (optional)====An '''SAVEOffer'''is the price combined with certain conditions. You may modify individual dates as requiredEach room/unit has one or more offers. Rules for daily prices can be set in SETTINGS->PROPERTIES->ROOMS->DAILY PRICES "Offer 1" is your standard offer to the guest which is always displayed.
<embedvideo service="youtube">https://www= '''Step 3''' - Create prices ==Without prices the system can not show availability.youtube.com/watch?v=iFht8sLJg9g</embedvideo>
'''Rates'''If you have several rooms with a similar pricing structure you can "link" prices with or without offsets to multiple rooms.
Rates have a start and end date so they apply to a range Beds24 has two types of dates. Rates contain many rules about the conditions which must apply to make them available. Multiple rates can be used to create complex pricing structures. If multiple rates are available for the same dates the rules of each rate will determine which rate is offered.prices:*Daily Prices (recommended)*Fixed Prices
Rates can be usedThis [https:*for different weekend/weekday prices*for prices for extra guests or extra children apply*If you require the guest to book more than one day before Check-in*If you want a price to be available only certain days in advance (e/beds24.gcom/wizard/wizard3. Last Minute or Early Bird)*if php setup wizard] guides you want to allow guests to enquire if no price can be found but though the room is not fully booked*for special pricing for channel managementsetup.
Go to RATES in the top menu. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> Multiple rates and discounts may be defined for each room. When multiple rates exist for a given date Click on the system default will calculate and offer "Price Check" button on the lowest CALENDAR or SUPPORT page then on "Calculate" to find our why you have not price or how a price that matches your criteriais calculated.
When creating multiple rates you would generally set your highest price to always be available and create discounted price rates for longer stays, specific days of the week or date ranges as you require. This way you can create sophisticated rate models.'''Daily Prices (recommended)'''
'''Adding Rates Daily Prices are prices for one date. Daily prices are easy to manage and Discounts''': To add a new rate click are the best choice for most customers. Multiple prices per date can be defined for example for different minimum stays or different offers. Please find more information on the button ADD RATE help page for [https://wiki.beds24.com/index.php/Category:Daily_Prices daily prices].
'''Link a Rate:''' One rate can be used for multiple rooms. For which room a rate is used is defined in the <embedvideo service="Roomsyoutube" tab of the rate>https://youtu.be/E4TYnrHwnDA</embedvideo>
'''Copy a Rate:Fixed Prices''' If you want to use the same rate for another room click on SAVE AS A COPY
'''Changing Rates Fixed Prices have a start and Discounts''': Click on the rate you want end date so they apply to change and enter your changesa range of dates. You can delete rate setting and add new ones. You may re-use old rates Fixed Prices contain many rules about the conditions that are still in the system by changing their start and end datesmust apply to make them available.
<embedvideo service="youtube">httpsUse Fixed Prices instead of Daily prices only://www.youtube.com/watch?v=zT65okbSXIE</embedvideo>*If your prices are fixed ahead and you do not want to adjust them and you have none or few seasons*If you want to allow guest to enquire when no price can be found but the room is not fully booked*If you want to grant referrer discounts
'''Combination of Daily Please find more information on the help page for [https://wiki.beds24.com/index.php/Category:Fixed_Prices Fixed Prices and Rates'''].
It is not necessary to use both daily prices and rates but a combination '''Combination of daily prices Daily Prices and rates can be used to fine tune pricing structures.Fixed Prices'''
*For example <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you use Fixed Prices you do not need to set up Daily Prices for every day. If required you can be used use a Daily Price to override adjust the price and conditions of a rate prices for an individual dates.*The booking rules for your rates and daily prices will determine which daily price date or rate will be useddate range.
== '''Step 5''' - Enter existing Bookings==To avoid double bookings it is advisable *You can use Daily Prices to enter override the bookings Fixed Price for a few individual dates. If you already haveoften adjust prices use Daily Prices only. *You have different options:can add a Gap Filler to fill gaps when using daily prices with minimum stays required
*In CALENDAR you will find a row INVENTORY. The number shows rooms remaining to sell. They can be edited to quickly change your availability. Doubleclick to open a popup and save the changes. (it is only possible to lower the number based on the value in Settings <span style="color:#fe746c;“ > {{#fas:exclamation-triangle}} Properties </span> Rooms > Setup > Quantity of this type and any existing bookings)Rules in Fixed Prices have no effect on daily prices.
*To == '''Step 4'Add Bookings'' - manually click on the suitcase icon in the CALENDAR or on the "Add Booking" link in the BOOKINGS menu.*If you are comfortable working with .csv you can upload bookings into Beds24 using our API Set up payment collection (https://www.beds24.com/api/optional). ==You will see the instructions when you click on putBookingCSV (https://www.beds24.com/api/putbookingscsv.php). To use the API you need to allow API access connect a payment processor to automatically [[:Category:Payments|collect payments]] in {{#fas:cog}} (SETTINGS -) > ACCOUNT -PAYMENTS > ACCOUNT ACCESS*Upcoming bookings from bookingPAYMENT COLLECTION.com can be automatically imported[[Stripe|Stripe]] is our preferred partner which offers the best functionality.
== '''Step 65''' - Check and Customise your Booking PageSet up the Channel Manager (optional)==Go Set up the [[:Category:Channel_Manager| channel manager]] to SETTINGS->BOOKING PAGEsynchronise your sales channels.
You have the option to fully customise the look and the content of your booking pageHere some short example videos. For an overview of your options please go detailed instructions see: *[[Airbnb_Mapping| How to connect Airbnb]]*[[Customise Booking Page.com:_Synchronise_bookings_prices_availability | How to connect Booking.com to sync prices and availability]]*[[Expedia_Mapping | How to connect Expedia to sync prices and availability]]*[[VRBO_Setup | How to connect to Vrbo]]*[[:Category:Channel_Manager| List of all channels with link to detailed setup instructions]] <embedvideo service="youtube">https://youtu.be/_KORtELJyNk</embedvideo> <embedvideo service="youtube">https://youtu.be/rsqRWgawcWU</embedvideo> == '''Step 6''' - Enter existing bookings==To avoid double bookings it is advisable to enter the bookings you already have.
== '''Step 7''' - Install your *For Booking Button.com, Box, Strip, Calendar or one of our other 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 Widgets ==Booking widgets connect your website .com we will then be able to your booking pageautomatically import changes. There You can use this function when the channel manager is a choice including booking buttons, booking boxes, booking strips, calendarsset up but not activated. Go to The button is available in {{#fas:cog}} (SETTINGS-) >BOOKING PAGE-CHANNEL MANAGER >AIRBNB/BOOKING WIDGETS. Choose the widget you want to use. If required you can customise the appearance. If you need help please click on the HELP button on the top rights of the widgets pageCOM/EXPEDIA.
Copy your widget to your website. To install the booking widgets on your web site you will need the ability to edit the HTML of your page. This may involve knowing the passwords for your web server and the ability to transfer your files*Other bookings can be uploaded as a . Your web hosting service should be able to provide information and assist you with thiscsv file from in {{#fas:cog}} (SETTINGS) > PROPERTIES.
== '''Step 8''' - Do some test bookings to check everything is working*To manually add or blocked dates click on the suitcase icon in the CALENDAR or on "Add Booking" at the top. ==
This is how *If you do not need the actual booking you can check everything adjust the availability in the CALENDAR in the row "Inventory". The number shows rooms remaining to sell. They can be edited to quickly change your availability. Double-click to open a pop-up and save the changes. (it is workingonly possible to lower the number based on the value in {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP "Quantity of this type" and any existing bookings).
1. Your own web site== '''Step 7''' - Automate messaging and processes==Click on the screen icon in the top right menu of the control panel or go Go to {{#fas:cog}} (SETTINGS-) > GUEST MANAGEMENT >BOOKING PAGE AUTO ACTIONS to view your booking page *set up messaging templates for automatic and make a couple of test manual sending*automatically perform modifications on bookings. based on predefined criteria
The == 'Price Check' tool shows you which prices and rules apply for specific dates//selections and why a certain price or rule was applied or not applied. Just enter your booking condition then click on 'CalculateStep 8'. You can find links to the 'Price Check' tool on - Customize and connect the RATES, CALENDAR and SUPPORT pagesbooking engine for commission free direct bookings (optional)==Go to {{#fas:cog}} (SETTINGS) BOOKING ENGINE.
2. ChannelsChannels which receive prices from Beds24:Go to SETTINGS->CHANNEL MANAGER->BOOKING.COM (for example) and click on 'View Actual Data' You have the option to check what we are sending. If you are not seeing and are not receiving error messages fully customise the look and the display on channels content of your booking page is correct the connection is working. For an overview of your options please go to [[Customise Booking Page]].
Channels which only receive inventory from Beds24Booking widgets connect your website to your booking page. There is a choice including booking buttons, booking boxes, booking strips, calendars. Go to {{#fas:Check if cog}} (SETTINGS) > BOOKING ENGINE > BOOKING WIDGETS. Choose the widget you want to use. If required you can customise the availability appearance. If you need help please click on the channels website is HELP button on the same as on top rights of the CALENDAR widgets page in Beds24.
'''Congratulations! You are now receiving on-line bookingsCopy your widget to your website.''' New To install the booking widgets on-line bookings your web site you will be added automaticallyneed the ability to edit the HTML of your page. You can also enter new bookings manually clicking on "Add Booking" on This may involve knowing the passwords for your web server and the BOOKINGS pageability to transfer your files. Your web hosting service should be able to provide information and assist you with this.
== '''Customise''' ==*Optionally you can [Guests who book directly will automatically receive a [:category:Confirmation_Messages|customise the booking confirmations to guestsconfirmation message]] and set which you can customise the system [[Outgoing_Email|use your own Email address for sending]]in {{#fas:cog}} (SETTINGS) > GUEST MANAGEMENT > CONFIRMATION MESSAGES.
== Other Features and Functions '''Step 9''' - Download the free Beds24 app(optional)==When Our free App for IOS and Android is there to help you click on FUNCTIONS in with daily tasks which might need to be done while away from the top left menu you will see links to desk. [[Mobile_App_Android_and_IOS|More information about the menu pages of key features and functionsapp]].
= More functions and options=*Customise the display of the [[Image:support.png|500pxcategory:Calendar|link=control panel CALENDAR]]page in {{#fas:cog}} (SETTINGS) > ACCOUNT > PREFERENCES. *Customise the display of the [[MediaPreferences|control panel]] in {{#fas:cog}} (SETTINGS) > ACCOUNT > PREFERENCES.*When you click on FUNCTIONS in SUPPORT you will see links to the menu pages of key features and functions or check the start page of this supportwiki.png|view large]]
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