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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.
Note: If you use rates you do not need You have the option to set up Daily Prices for every day. If required you can use sell a Daily Price to adjust the room with different prices for an individual date eg. packages, promotions or date rangediscounted conditional prices. Each offer can have its own "Booking Type".
Which type <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 use depends on your pricing structure: want to link prices between different rooms remove the prices before you copy the rooms.
==== '''Daily PricesStep 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 standard offer to the guest which is always displayed.
Daily Prices are == '''Step 3''' - Create prices for one date. Up to four ==Without prices per date the system can be defined for example for different occupanciesnot show availability.
Daily Prices can be used:*If you want to fine tune prices on have several rooms with a daily basis*if similar pricing structure you do not use Last Minute can "link" prices with or Early Bird pricingwithout offsets to multiple rooms.
Go to '''CALENDAR''' in the top menu. This is a table giving you a complete overview Beds24 has two types of your bookings, rates and inventory. By ticking the boxes you can select what you want to display. prices:*Daily Prices (recommended)*Fixed Prices
Activate '''DAILY PRICES'''This [https://beds24. You can set your room prices herecom/wizard/wizard3. Click in php setup wizard] guides you though the DAILY PRICE row and set 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 PRICESsetup.
<embedvideo servicespan class="youtube" style="color: #f3e504; font-size: 150%;">https{{#fas://www.youtube.com/watch?v=iFht8sLJg9glightbulb}} </embedvideospan> Click on the "Price Check" button on the CALENDAR or SUPPORT page then on "Calculate" to find our why you have not price or how a price is calculated.
'''RatesDaily Prices (recommended)'''
Rates have a start and end Daily Prices are prices for one date so they apply . Daily prices are easy to a range of dates. Rates contain many rules about manage and are the conditions which must apply to make them availablebest choice for most customers. Multiple rates prices per date can be used to create complex pricing structuresdefined for example for different minimum stays or different offers. If multiple rates are available Please find more information on the help page for the same dates the rules of each rate will determine which rate is offered[https://wiki.beds24.com/index.php/Category:Daily_Prices daily prices].
Rates can be used<embedvideo service="youtube">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.g/youtu. 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/E4TYnrHwnDA</embedvideo>
Go to RATES in the top menu. Multiple rates and discounts may be defined for each room. When multiple rates exist for a given date the system default will calculate and offer the lowest price that matches your criteria. '''Fixed Prices'''
When creating multiple rates you would generally set your highest price Fixed Prices have a start and end date so they apply to always be available and create discounted price rates for longer stays, specific days a range of dates. Fixed Prices contain many rules about the week or date ranges as you require. This way you can create sophisticated rate modelsconditions that must apply to make them available.
'''Adding Rates Use Fixed Prices instead of Daily prices only:*If your prices are fixed ahead and Discounts''': To add a new rate click on 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 button ADD RATE room is not fully booked*If you want to grant referrer discounts
'''Link a RatePlease find more information on the help page for [https:''' One rate can be used for multiple rooms//wiki.beds24.com/index. For which room a rate is used is defined in the "Rooms" tab of the ratephp/Category:Fixed_Prices Fixed Prices].
'''Copy a Rate:Combination of Daily Prices and Fixed Prices''' If you want to use the same rate for another room click on SAVE AS A COPY
'''Changing Rates and Discounts'''<span style="color: Click on the rate #fe746c;“ >{{#fas:exclamation-triangle}} </span> If you use Fixed Prices you want do not need to change and enter your changesset up Daily Prices for every day. You If required you can delete rate setting and add new ones. You may re-use old rates that are still in a Daily Price to adjust the system by changing their start and end datesprices for an individual date or date range.
<embedvideo service="youtube">https://www*You can use Daily Prices to override the Fixed Price for a few individual dates.youtubeIf you often adjust prices use Daily Prices only.com/watch?v=zT65okbSXIE</embedvideo>*You can add a Gap Filler to fill gaps when using daily prices with minimum stays required
'''Combination of Daily <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Rules in Fixed Prices and Rates'''have no effect on daily prices.
It is not necessary == '''Step 4''' - Set up payment collection (optional)==You need to use both daily prices and rates but connect a combination of daily prices and rates can be used payment processor to fine tune pricing structuresautomatically [[:Category:Payments|collect payments]] in {{#fas:cog}} (SETTINGS) > PAYMENTS > PAYMENT COLLECTION. [[Stripe|Stripe]] is our preferred partner which offers the best functionality.
*For example Daily Prices can be used to override == '''Step 5''' - Set up the price and conditions of a rate for individual dates.Channel Manager (optional)==*The booking rules for Set up the [[:Category:Channel_Manager| channel manager]] to synchronise your rates and daily prices will determine which daily price or rate will be usedsales channels.
== '''Step 5''' - Enter existing Bookings==To avoid double bookings it is advisable to enter the bookings you already haveHere some short example videos. You have different optionsFor detailed instructions see:
*In CALENDAR you will find a row INVENTORY[[Airbnb_Mapping| How to connect Airbnb]]*[[Booking. The number shows rooms remaining com:_Synchronise_bookings_prices_availability | How to sellconnect Booking. They can be edited com to quickly change your sync prices and availability. Doubleclick ]]*[[Expedia_Mapping | How to connect Expedia to open a popup sync prices and save the changes. (it is only possible availability]]*[[VRBO_Setup | How to connect to lower the number based on the value in Settings > Properties > Rooms > Setup > Quantity Vrbo]]*[[:Category:Channel_Manager| List of this type and any existing bookings)all channels with link to detailed setup instructions]]
*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/api_KORtELJyNk</). 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.
<embedvideo service== '''Step 6''' - Check and Customise your Booking Page==Go to SETTINGS-"youtube">BOOKING PAGEhttps://youtu.be/rsqRWgawcWU</embedvideo>
You have the option == '''Step 6''' - Enter existing bookings==To avoid double bookings it is advisable to fully customise enter the look and the content of your booking page. For an overview of your options please go to [[Customise Booking Page]]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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