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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="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. You can have one properties or multiple properties of different types.
<span class="circle" >Tip</span> ''Where you see this'Rooms' [[Image:copy.png|20px|link=]] ''icon you are a way of splitting your property into separately bookable units. Rooms can click and then copy the value of this setting , but do not need to other , represent ''physical'' rooms . They are a way of splitting up a property into separately bookable sections i.e. bedrooms in a hotel or propertiesB&B, vacation rentals, holiday homes, beds in hostel dormitories, camp sites, houseboats, cabins, tours, classes or cars etc.''
== Terminology =='''Properties''' can be Hotels, Hostels, B&B´s, apartment houses, camp sites, etc. If you rent your property as a whole because it is a vacation rental you will still need one room which is what the system can handle multiple properties of different typesguest books.
A property can have only one room (a vacation rental) or very many a number of different rooms'''room types''' or '''categories''' (a hotel, B&B, hostel, aparthotel).
Each room or room type/category can have ''multiple inventories'Rooms''' can, but do not need to, represent ''physical'' rooms; they are a way of splitting your property into separately bookable units.
These units or <embedvideo service="Roomsyoutube" could >https://youtu.be guest bedrooms, hostel dormitories, individual beds in backpackers, camp sites, houseboats, holiday homes, individual hotel suites, cabins, tours, classes or cars etc./Jd6mFFWhpRE</embedvideo>
An '''Offer''' 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. === Multiple Properties or Rooms === Hotels, B&B´s and inns 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 ===
*Go By default Email notifications about new bookings and system notifications are sent to '''the Administrator Email address from {{#fas:cog}} (SETTINGS) > ACCOUNT''' and complete your detailsACCESS.
*If you want to use a language other than English on your booking page, go to '''have multiple properties you can set {{#fas:cog}} (SETTINGS''' -) > ACCOUNT > '''BOOKING PAGE'''-HOST NOTIFICATIONS > Booking notification emails sent to"=Administrator and Cc: Property'''INTERNATIONALIZATION''' and tick to send a copy of the ones you want confirmation to usethe property. If you enable more than The Email address used is the 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. {{#fas:cog}} (SETTINGS) > PROPERTIES > DESCRIPTION
<embedvideo service="youtube">https://wwwSystem notifications are error messages, answers to support tickets and other messages which are not directly related to a booking.youtube.com/watch?v=2nNidEDdm4w</embedvideo>
== '''Step 2''' - Property Set UP ==You can import properties or create them manuallyWe recommend you use different Email addresses to send and receive because some Email programs (i.E. gmail) hide incoming Email if they are from the same Email address.
===Import Account access and Security === Access including API and security settings can be managed from Airbnbthis menu.  Go to {{#fas:cog}} (SETTINGS) > ACCOUNT > ACCOUNT ACCESS >*Change Password*Administrator Email*Additional Login*2Factor Authentication*API Keys  === Privacy ===If you have a listing on Airbnb you can import it and create a new property with a new room or add a room in a property Privacy rules for data management should be managed from this menu. We provide settings that allow you already have to control how your guest's data is stored in Beds24. Click [[AirBnB.com_XML|here]]  Go to {{#fas:cog}} (SETTINGS) >ACCOUNT > PRIVACY click (?) for instructionsmore information.
===Import via Beds24 API Billing ===The functions are documented directly in the [https://api.beds24.com/ API].
===Manual creation ===Go to '''PROPERTIES''' -> '''DESCRIPTION''' You can see the monthly service fees and complete usage charges, setup payment details for your property informationaccount, and generate and download your invoice after you have made a payment.
<embedvideo service="youtube">https://www.youtube.com/watch?v=S07yG0EUT88</embedvideo>= Booking Page Languages ===
== '''Step 3''' -Rooms If you want to use a language other than English on your booking page, go to {{#fas:cog}} (SETTINGS) BOOKING ENGINE > INTERNATIONALIZATION and Offers ==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.
If you have a listing on Airbnb you == '''Step 2''' - Create properties and rooms==You can import it properties and rooms or create a new property with a new room or add a room in a property you already have in Beds24. Click [[AirBnB.com_XML|here]] for instructionsthem manually.
*To set rooms up go to '''PROPERTIES''' -> '''ROOMS'''. A click on '''EDIT''' will open a field where you can set the name and quantity of <embedvideo service="Roomsyoutube" of that type available>https://youtu. be/CsjMXF2vzEs</embedvideo>
Don't forget to '''SAVE'''!===Import from Airbnb===If you have a listing on Airbnb you can import it and create a new property with a new room or add a room in a property you already have in Beds24. Click [[Connect_Airbnb_Account|here]] for instructions.
*Go to '''PROPERTIES''' -> '''ROOMS''' -> '''OFFERS'''.An offer 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[[File:Airbnb_import_listing.mp4|640px]]
===Import from Booking.com===You have the option to sell a room at up to four different prices egcan [[Booking. packages, promotions or discounted conditional ratescom:_Import_Properties_from_Booking. Each offer can have its own "com_to_Beds24|import your property from Booking Type".com to Beds24]].
If ===Manual creation ======= '''Step 1''' - Create properties====*Properties and be added in '{{#fas:cog}} (SETTINGS) > PROPERTIES*After you copy have added a room all settings will be automatically applied property go to the copy. If you want to link prices between different rooms remove the prices before you copy the rooms.'{{#fas:cog}} (SETTINGS) > PROPERTIES > DESCRIPTION and complete your property information
== '''Step 4''' - Set your Prices ==Without prices the system can not show availability[[File:Property_and_Room_Setup. mp4|640px]]
If you have several ==== '''Step 2''' - Create rooms with a similar pricing structure you can "link" prices with or without offsets to multiple rooms. ====
The system has two types *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 prices:*Daily Prices*Ratesthat type available.
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]].
<span class="circle" *Go to {{#fas:cog}} (SETTINGS) > PROPERTIES >Tip</spanROOMS > ''Click on OFFERS and define your offer(s).An offer is the "Price Check" button on the CALENDAR price combined with certain conditions. Each room/unit has one or SUPPORT page then on more offers. "CalculateOffer 1" is your standard offer to find our why you have not price or how a price the guest which is calculated''always displayed.
You have the option to sell a room with different prices eg. packages, promotions or discounted conditional prices. Each offer can have its own "Booking Type".
<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}}</span> Note: If you use rates you do not need copy a room all settings will be automatically applied to set up Daily Prices for every daythe copy. If required you can use a Daily Price want to adjust link prices between different rooms remove the prices for an individual date or date rangebefore you copy the rooms.
Which type you use depends on ==== '''Step 3''' - Customize and add offers (optional)====An '''Offer''' is the price combined with certain conditions. Each room/unit has one or more offers. "Offer 1" is your pricing structure: standard offer to the guest which is always displayed.
== '''Daily PricesStep 3'''- Create prices ==Without prices the system can not show availability.
Daily Prices are If you have several rooms with a similar pricing structure you can "link" prices for one date. Up with or without offsets to four prices per date can be defined for example for different occupanciesmultiple rooms.
Daily Prices can be usedBeds24 has two types of prices:*If you want to fine tune prices on a daily basisDaily Prices (recommended)*if you do not use Last Minute or Early Bird pricingFixed Prices
Go to '''CALENDAR''' in the top menuThis [https://beds24.com/wizard/wizard3. This is a table giving php setup wizard] guides you a complete overview of your bookings, rates and inventory. By ticking though the boxes you can select what you want to displaysetup.
Activate '''DAILY PRICES'''. You can set your room prices here. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> Click in on the "Price Check" button on the DAILY PRICE row and set CALENDAR or SUPPORT page then on "Calculate" to find our why you have not price and date range and click '''SAVE'''. You may modify individual dates as required. Rules for daily prices can be set in SETTINGS->PROPERTIES->ROOMS->DAILY PRICESor how a price is calculated.
<embedvideo service="youtube">https://www.youtube.com/watch?v=iFht8sLJg9g</embedvideo>'''Daily Prices (recommended)'''
'''Rates'''Daily Prices are prices for one date. Daily prices are easy to manage and 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 help page for [https://wiki.beds24.com/index.php/Category:Daily_Prices daily prices].
Rates have a start and end date so they apply to a range of dates<embedvideo service="youtube">https://youtu. 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./E4TYnrHwnDA</embedvideo>
Rates can be used:*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.g. Last Minute or Early Bird)*if you want to allow guests to enquire if no price can be found but the room is not fully booked*for special pricing for channel management'''Fixed Prices'''
Go Fixed Prices have a start and end date so they apply to RATES in the top menu. Multiple rates and discounts may be defined for each rooma range of dates. When multiple rates exist for a given date the system default will calculate and offer Fixed Prices contain many rules about the lowest price conditions that matches your criteriamust apply to make them available.
When creating multiple rates Use Fixed Prices instead of Daily prices only:*If your prices are fixed ahead and you would generally set your highest price do not want to always be available adjust them and create discounted you have none or few seasons*If you want to allow guest to enquire when no price rates for longer stays, specific days of can be found but the week or date ranges as room is not fully booked*If you require. This way you can create sophisticated rate models.want to grant referrer discounts
'''Adding Rates and Discounts''': To add a new rate click Please find more information on the button ADD RATE help page for [https://wiki.beds24.com/index.php/Category:Fixed_Prices Fixed Prices].
'''Link a Rate:Combination of Daily Prices and Fixed Prices''' One rate can be used for multiple rooms. For which room a rate is used is defined in the "Rooms" tab of the rate.
'''Copy a Rate<span style="color:#fe746c;“ >{{#fas:''' exclamation-triangle}} </span> If you want use Fixed Prices you do not need to set up Daily Prices for every day. If required you can use a Daily Price to adjust the same rate prices for another room click on SAVE AS A COPYan individual date or date range.
'''Changing Rates and Discounts''': Click on *You can use Daily Prices to override the rate Fixed Price for a few individual dates. If you want to change and enter your changesoften adjust prices use Daily Prices only. *You can delete rate setting and add new ones. You may re-use old rates that are still in the system by changing their start and end dates.a Gap Filler to fill gaps when using daily prices with minimum stays required
<embedvideo servicespan style="youtube"color:#fe746c;“ >https{{#fas://www.youtube.com/watch?v=zT65okbSXIEexclamation-triangle}} </embedvideospan>Rules in Fixed Prices have no effect on daily prices.
== '''Combination of Daily Prices and RatesStep 4'''- Set up payment collection (optional)==You need to connect a payment processor to automatically [[:Category:Payments|collect payments]] in {{#fas:cog}} (SETTINGS) > PAYMENTS > PAYMENT COLLECTION. [[Stripe|Stripe]] is our preferred partner which offers the best functionality.
It is not necessary == '''Step 5''' - Set up the Channel Manager (optional)==Set up the [[:Category:Channel_Manager| channel manager]] to use both daily prices and rates but a combination of daily prices and rates can be used to fine tune pricing structuressynchronise your sales channels.
*For Here some short example Daily Prices can be used to override the price and conditions of a rate for individual dates.*The booking rules for your rates and daily prices will determine which daily price or rate will be usedvideos.For detailed instructions see:
== '''Step 5''' - Enter existing Bookings==*[[Airbnb_Mapping| How to connect Airbnb]]To avoid double bookings it is advisable *[[Booking.com:_Synchronise_bookings_prices_availability | How to enter the bookings you already haveconnect Booking. You have different optionscom 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]]
*In CALENDAR you will find a row INVENTORY. The number shows rooms remaining to sell<embedvideo service="youtube">https://youtu. 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 > Properties > Rooms > Setup /_KORtELJyNk</embedvideo> Quantity of this type and any existing bookings)
*To ''Add Bookings'' manually click on the suitcase icon in the CALENDAR or on the <embedvideo service="Add Bookingyoutube" link in the BOOKINGS menu.*If you are comfortable working with .csv you can upload bookings into Beds24 using our API (>https://wwwyoutu.beds24.combe/apirsqRWgawcWU</). You will see the instructions when you click on putBookingCSV (https://www.beds24.com/api/csv/putbookingscsv.php). To use the API you need to allow API access in SETTINGS -embedvideo> ACCOUNT -> ACCOUNT ACCESS*Upcoming bookings from booking.com can be automatically imported.
== '''Step 6''' - Check and Customise your Booking PageEnter existing bookings==Go To avoid double bookings it is advisable to SETTINGS->BOOKING PAGEenter the bookings you already have.
You *For Booking.com, Airbnb and Expedia we have the option to fully customise the look and the content of your booking pageautomatically import all upcoming bookings. For an overview of your options please go We recommend to [[Customise use this method because for bookings imported directly from Booking Page]].== '''Step 7''' - Install your Booking Button, Box, Strip, Calendar or one of our other 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.
== 10. More customisation options==*Optionally you can*customise the Guests who book directly will automatically receive a [:category:Confirmation_Messages|booking confirmations to guestsconfirmation message]] which you can customise the [ in {{#fas:cog}} (SETTINGS-) >GUEST MANAGEMENT->CONFIRMATION MESSAGES.*set the system [[Outgoing_Email|use your own Email address for sending]] in SETTINGS->ACCOUNT->OUTGOING EMAIL.*customise the display of the [[:category:Calendar| control panel CALENDAR]] page in SETTINGS->ACCOUNT->PREFERENCES. *customise the display of the [[Preferences|control panel]] in SETTINGS->ACCOUNT->PREFERENCES.
== 11. 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|800pxcategory: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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