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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 the top menu bar. ) > ACCOUNT and complete your details
*Go === Views and Settings ===To setup the look of your Control Panel go to '''{{#fas:cog}} (SETTINGS) > ACCOUNT''' > PREFERENCES and complete check the settings for your detailsaccount Control Panel.
*If you want to use a language other than English on your booking page, go to '''SETTINGS''' <span style="color: #f3e504; font-size: 150%;" > '''BOOKING PAGE'''-{{#fas:lightbulb}}</span> '''INTERNATIONALIZATION''' and tick Most of the ones you want to use. If you enable settings can be left with the default value, for 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 tabsetting, use (?) for the context help.
<embedvideo service="youtube">https://www== Outgoing Email ===If you want to send Emails from Beds24, then you need to setup your outgoing email.youtube.com/watch?v=2nNidEDdm4w</embedvideo>
== '''Step 2''' - Property Set UP ==You can import properties or create them manuallyGo 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.
===Import from AirbnbHost Notifications ===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 [[AirBnB.com_XML|here]] for instructions.
===Import via Beds24 API ===The functions By default Email notifications about new bookings and system notifications are documented directly in sent to the [httpsAdministrator Email address from {{#fas://api.beds24.com/ API]cog}} (SETTINGS) > ACCOUNT ACCESS.
If you have multiple properties you can set {{#fas:cog}} (SETTINGS) > ACCOUNT > HOST NOTIFICATIONS > Booking notification emails sent to"===Manual creation ===Go Administrator and Cc: Property' to send a copy of the confirmation to '''the property. The Email address used is the one entered in {{#fas:cog}} (SETTINGS) > PROPERTIES''' -> '''DESCRIPTION''' and complete your property information
<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=S07yG0EUT88</embedvideo>
== '''Step 3''' -Rooms We recommend you use different Email addresses to send and Offers ==receive because some Email programs (i.E. gmail) hide incoming Email if they are from the same Email address.
If you have a listing on Airbnb you can import it === Account access and 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 instructions.Security ===
*To set rooms up go to '''PROPERTIES''' -> '''ROOMS'''. A click on '''EDIT''' will open a field where you Access including API and security settings can set the name and quantity of "Rooms" of that type availablebe managed from this menu.
Don't forget Go to '''SAVE'''!{{#fas:cog}} (SETTINGS) > ACCOUNT > ACCOUNT ACCESS >*Change Password*Administrator Email*Additional Login*2Factor Authentication*API Keys
If you sell dorms === Privacy ===Privacy rules for which data management should be managed from this menu. We provide settings that allow you sell indivudual beds and not private rooms please also see to control how to [[Hostel_and_Retreat_Setup|setup dorms]]your guest's data is stored in Beds24.
*Go to '''PROPERTIES''' -{{#fas:cog}} (SETTINGS) > '''ROOMS''' -ACCOUNT > '''OFFERS'''.An offer is the price combined with certain conditions. Each room/unit has one or PRIVACY click (?) for more offers. "Offer 1" is your standard offer to the guest which is always displayedinformation.
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".=== Billing ===
If You can see the monthly service fees and usage charges, setup payment details for your account, and generate and download your invoice after you copy have made a room all settings will be automatically applied to the copy. If you want to link prices between different rooms remove the prices before you copy the roomspayment.
== '''Step 4''' - Set your Prices = Booking Page Languages ===Without prices the system can not show availability.
If you have several rooms with want to use a similar pricing structure language other than English on your booking page, go to {{#fas:cog}} (SETTINGS) BOOKING ENGINE > INTERNATIONALIZATION and tick the ones you can "link" prices with or without offsets 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 multiple roomsbe entered in each language tab.
The system has two types of prices:== '''Step 2''' - Create properties and rooms==*Daily Prices*RatesYou can import properties and rooms or create them manually.
<embedvideo service="youtube">https://youtu.be/CsjMXF2vzEs</embedvideo>
<span class="circle" >Tip</span> ''Click ==Import from Airbnb===If you have a listing on the "Price Check" button on the CALENDAR Airbnb you can import it and create a new property with a new room or SUPPORT page then on "Calculate" to find our why add a room in a property you already have not price or how a price is calculated''in Beds24. Click [[Connect_Airbnb_Account|here]] for instructions.
[[File:Airbnb_import_listing.mp4|640px]]
===Import from Booking.com===You can Note[[Booking.com: If you use rates you do not need to set up Daily Prices for every day_Import_Properties_from_Booking.com_to_Beds24|import your property from Booking. If required you can use a Daily Price com to adjust the prices for an individual date or date rangeBeds24]].
Which type ===Manual creation ======= '''Step 1''' - Create properties====*Properties and be added in '{{#fas:cog}} (SETTINGS) > PROPERTIES*After you use depends on have added a property go to '{{#fas:cog}} (SETTINGS) > PROPERTIES > DESCRIPTION and complete your pricing structure: property information
'''Daily Prices'''[[File:Property_and_Room_Setup.mp4|640px]]
Daily Prices are prices for one date. Up to four prices per date can be defined for example for different occupancies.==== '''Step 2''' - Create rooms====
Daily Prices can be used:*If you want To set rooms up go to fine tune prices '{{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS . A click on '''EDIT''' will open a daily basis*if field where you do not use Last Minute or Early Bird pricingcan set the name and quantity of "Rooms" of that type available.
Go to '''CALENDAR''' in the top menu. This is a table giving If you sell dorms for which you a complete overview of your bookings, rates sell individual beds and inventory. By ticking the boxes you can select what you want not private rooms please also see how to display[[Hostel_and_Retreat_Setup|setup dorms]].
Activate '''DAILY PRICES'''. You can set *Go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > OFFERS and define your room prices hereoffer(s). Click in An offer is the DAILY PRICE row and set price and date range and click '''SAVE'''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=You have the option to sell a room with different prices eg. packages, promotions or discounted conditional prices. Each offer can have its own "youtubeBooking Type">https://www.youtube.com/watch?v=iFht8sLJg9g</embedvideo>
'''Rates'''<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}}</span> If you copy a room all settings will be automatically applied to the copy. If you want to link prices between different rooms remove the prices before you copy the rooms.
Rates have a start ==== '''Step 3''' - Customize and end date so they apply add offers (optional)====An '''Offer''' is the price combined with certain conditions. Each room/unit has one or more offers. "Offer 1" is your standard offer to a range of dates. Rates contain many rules about the conditions guest which must apply to make them availableis always displayed. Multiple rates  == '''Step 3''' - Create prices ==Without prices the system can be used to create complex pricing structuresnot show availability.  If you have several rooms with a similar pricing structure you can "link" prices with or without offsets to multiple rates are available for the same dates the rules of each rate will determine which rate is offeredrooms.
Rates can be usedBeds24 has two types of prices:*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 Daily Prices (e.g. Last Minute or Early Birdrecommended)*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 managementFixed Prices
Go to RATES in the top menuThis [https://beds24. Multiple rates and discounts may be defined for each roomcom/wizard/wizard3. When multiple rates exist for a given date the system default will calculate and offer php setup wizard] guides you though the lowest price that matches your criteriasetup.
When creating multiple rates <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> Click on the "Price Check" button on the CALENDAR or SUPPORT page then on "Calculate" to find our why you would generally set your highest have not price to always be available and create discounted or how a price rates for longer stays, specific days of the week or date ranges as you require. This way you can create sophisticated rate modelsis calculated.
'''Adding Rates and DiscountsDaily Prices (recommended)''': To add a new rate click on the button ADD RATE
'''Link a Rate:''' One rate 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 used defined for example for multiple roomsdifferent minimum stays or different offers. For which room a rate is used is defined in Please find more information on the "Rooms" tab of the ratehelp page for [https://wiki.beds24.com/index.php/Category:Daily_Prices daily prices].
'''Copy a Rate<embedvideo service="youtube">https:''' If you want to use the same rate for another room click on SAVE AS A COPY//youtu.be/E4TYnrHwnDA</embedvideo>
'''Changing Rates and DiscountsFixed Prices''': Click on the rate you want to change and enter your changes. 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.
'''Combination Fixed Prices have a start and end date so they apply to a range of Daily dates. Fixed Prices and Rates'''contain many rules about the conditions that must apply to make them available.
It is Use Fixed Prices instead of Daily prices only:*If your prices are fixed ahead and you do not necessary want to use both daily prices adjust them and rates but a combination of daily prices and rates you have none or few seasons*If you want to allow guest to enquire when no price can be used found but the room is not fully booked*If you want to fine tune pricing structures.grant referrer discounts
*For example Daily Prices can be used to override Please find more information on the price and conditions of a rate help page for individual dates[https://wiki.*The booking rules for your rates and daily prices will determine which daily price or rate will be usedbeds24.com/index.php/Category:Fixed_Prices Fixed Prices].
== '''Step 5Combination of Daily Prices and Fixed Prices''' - Enter existing Bookings==To avoid double bookings it is advisable to enter the bookings you already have. You have different options:
*In CALENDAR <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you will find a row INVENTORY. The number shows rooms remaining use Fixed Prices you do not need to sellset up Daily Prices for every day. They If required you can be edited to quickly change your availability. Doubleclick use a Daily Price to open a popup and save adjust the changesprices for an individual date or date range. (it is only possible to lower the number based on the value in Settings > Properties > Rooms > Setup > Quantity of this type and any existing bookings)
*To ''Add Bookings'' manually click on You can use Daily Prices to override the suitcase icon in the CALENDAR or on the "Add Booking" link in the BOOKINGS menuFixed Price for a few individual dates.*If you are comfortable working with often adjust prices use Daily Prices only.csv you *You can upload bookings into Beds24 using our API (https://www.beds24.com/api/). Bookings must have add a checkin between 1 year in the past and 5 years in the future. You will see the instructions when you click on putBookingCSV (https://www.beds24.com/api/csv/putbookingscsv.php). To use the API you need Gap Filler to allow API access in SETTINGS -> ACCOUNT -> ACCOUNT ACCESS*Upcoming bookings from booking.com can be automatically imported.fill gaps when using daily prices with minimum stays required
<span style== '''Step 6''' "color:#fe746c;“ >{{#fas:exclamation- triangle}} Connect Payment Processor (optional)==Connect a payment processor to automatically connect payments </span> Rules in SETTINGS->PAYMENTS->PAYMENT COLLECTION. [[Stripe|Stripe]] is our preferred partner who offers the best functionalityFixed Prices have no effect on daily prices.
== '''Step 74''' - 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. == '''Step 5''' - Set up the Channel Manager (optional)==
Set up the [[:Category:Channel_Manager| channel manager]] to synchronise your sales channels.
== '''Step 8''' - Use your own E-mail address (optional)==
Set the system [[Outgoing_Email|use your own Email address for sending]] in SETTINGS->ACCOUNT->OUTGOING EMAIL.
Using your own E-mail address is mandatory if you want to use Auto Actions to automate work flowsHere some short example videos. For detailed instructions see:
== '''Step 9''' - Check *[[Airbnb_Mapping| How to connect Airbnb]]*[[Booking.com:_Synchronise_bookings_prices_availability | How to connect Booking.com to sync prices and Customise your Booking Page==availability]]*[[Expedia_Mapping | How to connect Expedia to sync prices and availability]]*[[VRBO_Setup | How to connect to Vrbo]]Go *[[:Category:Channel_Manager| List of all channels with link to SETTINGS->BOOKING PAGE.detailed setup instructions]]
You have the option to fully customise the look and the content of your booking page<embedvideo service="youtube">https://youtu. For an overview of your options please go to [[Customise Booking Page]]be/_KORtELJyNk</embedvideo> <embedvideo service="youtube">https://youtu.be/rsqRWgawcWU</embedvideo>
== '''Step 106''' - Install your Booking Button, Box, Strip, Calendar or one of our other Booking Widgets Enter existing bookings==Booking widgets connect your website to your booking page. There To avoid double bookings it is a choice including booking buttons, booking boxes, booking strips, calendars. Go advisable to SETTINGS->BOOKING PAGE->BOOKING WIDGETS. Choose enter the widget bookings 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 pagealready have.
Copy your widget to your website*For Booking. To install com, Airbnb and Expedia we have the booking widgets on your web site you will need the ability option to edit the HTML of your pageautomatically import all upcoming bookings. This may involve knowing the passwords We recommend to use this method because for your web server and the ability to transfer your filesbookings imported directly from Booking. Your web hosting service should com we will then be able to provide information and assist you with automatically import changes. You can use thisfunction when the channel manager is set up but not activated. The button is available in {{#fas:cog}} (SETTINGS) > CHANNEL MANAGER > AIRBNB/BOOKING.COM/EXPEDIA.
== '''Step 11''' - *Other bookings can be uploaded as a .csv file from Do some test bookings to check everything is workingin {{#fas:cog}} (SETTINGS) > PROPERTIES. ==
This is how you can 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.
1. Your own web siteClick on *If you do not need the actual booking you can adjust the screen icon availability in the top right menu of CALENDAR in the control panel or go row "Inventory". The number shows rooms remaining to SETTINGSsell. They can be edited to quickly change your availability. Double->BOOKING PAGE click to view your booking page open a pop-up and make a couple save the changes. (it is only possible to lower the number based on the value in {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP "Quantity of test this type" and any existing bookings).
The == '''Step 7''Price Check' tool shows you which prices - Automate messaging and rules apply processes==Go to {{#fas:cog}} (SETTINGS) > GUEST MANAGEMENT > AUTO ACTIONS to *set up messaging templates for specific dates//selections automatic and why a certain price or rule was applied or not applied. Just enter your booking condition then click manual sending*automatically perform modifications on 'Calculate'. You can find links to the 'Price Check' tool bookings based on the RATES, CALENDAR and SUPPORT pages.predefined criteria
2. ChannelsChannels which receive prices from Beds24:== '''Step 8''' - Customize and connect the booking engine for commission free direct bookings (optional)==Go to {{#fas:cog}} (SETTINGS->CHANNEL MANAGER->) BOOKING.COM (for example) and click on 'View Actual Data' to check what we are sending. If you are not seeing and are not receiving error messages and the display on channels page is correct the connection is workingENGINE.
Channels which only receive inventory from Beds24:Check if You have the availability on option to fully customise the channels website is look and the same as on the CALENDAR content of your booking page in Beds24. For an overview of your options please go to [[Customise Booking Page]].
'''Congratulations! You are now receiving on-line bookingsBooking widgets connect your website to your booking page. There is a choice including booking buttons, booking boxes, booking strips, calendars.''' Go to {{#fas:cog}} (SETTINGS) New on-line bookings will be added automatically> BOOKING ENGINE > BOOKING WIDGETS. Choose the widget you want to use. You If required you can also enter new bookings manually clicking customise the appearance. If you need help please click on the HELP button on "Add Booking" the top rights of the widgets page.  Copy your widget to your website. To install the booking widgets on your web site you will need the ability to edit the BOOKINGS HTML of your page. This may involve knowing the passwords for your web server and the ability to transfer your files. Your web hosting service should be able to provide information and assist you with this.
== More customisation options==*customise the [[Responsive_Booking_Page|look of your booking page to suit your web site]] in SETTINGS->BOOKING PAGE.*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.*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.
== 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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