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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 By default Email notifications about new bookings and system notifications are sent to the Administrator Email address from Booking.com===You can [[Booking.com_XML{{#fas:_Create_and_update_properties_and_rooms_on_Booking.com#Import_Properties_from_Booking.com|import your property from Booking.com to Beds24]]cog}} (SETTINGS) > ACCOUNT ACCESS.
If you have multiple properties you can set {{#fas:cog}} (SETTINGS) > ACCOUNT > HOST NOTIFICATIONS > Booking notification emails sent to"===Import via Beds24 API ===Administrator and Cc: Property' to send a copy of the confirmation to the property. The functions are documented directly Email address used is the one entered in the [https{{#fas://api.beds24.com/ API].cog}} (SETTINGS) > PROPERTIES > DESCRIPTION
===Manual creation ===Go System notifications are error messages, answers to '''PROPERTIES''' -> '''DESCRIPTION''' support tickets and complete your property informationother messages which are not directly related to a booking.
<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=S07yG0EUT88</embedvideo>
== '''Step 3''' -Rooms = Account access and Offers Security ===
If you have a listing on Airbnb you Access including API and security settings 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 instructionsbe managed from this menu.
*To set rooms up go Go to '''PROPERTIES''' -{{#fas:cog}} (SETTINGS) > ACCOUNT > ACCOUNT ACCESS > '''ROOMS'''. A click on '''EDIT''' will open a field where you can set the name and quantity of "Rooms" of that type available. *Change Password*Administrator Email*Additional Login*2Factor Authentication*API Keys
Don't forget === Privacy ===Privacy rules for data management should be managed from this menu. We provide settings that allow you to control how your guest'''SAVE'''!s data is stored in Beds24.
If you sell dorms Go to {{#fas:cog}} (SETTINGS) >ACCOUNT > PRIVACY click (?) for which you sell indivudual beds and not private rooms please also see how to [[Hostel_and_Retreat_Setup|setup dorms]]more information.
*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.=== Billing ===
You have can see the option to sell a room at up to four different prices eg. packagesmonthly service fees and usage charges, setup payment details for your account, promotions or discounted conditional rates. Each offer can and generate and download your invoice after you have its own "Booking Type"made a payment.
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.=== Booking Page Languages ===
== '''Step 4''' - Set If you want to use a language other than English on your Prices ==Without prices booking page, go to {{#fas:cog}} (SETTINGS) BOOKING ENGINE > INTERNATIONALIZATION and tick the system can not show availabilityones 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 several == '''Step 2''' - Create properties and rooms with a similar pricing structure you ==You can "link" prices with import properties and rooms or without offsets to multiple roomscreate them manually.
The system has two types of prices<embedvideo service="youtube">https:*Daily Prices*Rates//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.
Note[[File: 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 rangeAirbnb_import_listing.mp4|640px]]
Which type you use depends on ===Import from Booking.com===You can [[Booking.com:_Import_Properties_from_Booking.com_to_Beds24|import your pricing structure: property from Booking.com to Beds24]].
===Manual creation ======= '''Daily PricesStep 1'''- Create properties====*Properties and be added in '{{#fas:cog}} (SETTINGS) > PROPERTIES*After you have added a property go to '{{#fas:cog}} (SETTINGS) > PROPERTIES > DESCRIPTION and complete your property information
Daily Prices are prices for one date. Up to four prices per date can be defined for example for different occupancies[[File:Property_and_Room_Setup.mp4|640px]]
Daily Prices can be used:*If you want to fine tune prices on a daily basis*if you do not use Last Minute or Early Bird pricing==== '''Step 2''' - Create rooms====
Go *To set rooms up go to '{{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS . A click on '''CALENDAREDIT''' in the top menu. This is will open a table giving field where you a complete overview can set the name and quantity of "Rooms" of your bookings, rates and inventory. By ticking the boxes you can select what you want to displaythat type available.
Activate '''DAILY PRICES'''. You can set your room prices here. Click in the DAILY PRICE row and set price and date range If you sell dorms for which you sell individual beds and click '''SAVE'''not private rooms please also see how to [[Hostel_and_Retreat_Setup|setup dorms]]. You may modify individual dates as required. Rules for daily prices can be set in  *Go to {{#fas:cog}} (SETTINGS-) >PROPERTIES->ROOMS- >DAILY PRICESOFFERS and define your offer(s).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.
<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 to a range of dates. Rates contain many rules about add offers (optional)====An '''Offer''' is the price combined with certain conditions which must apply to make them available. Multiple rates can be used Each room/unit has one or more offers. "Offer 1" is your standard offer to create complex pricing structures. If multiple rates are available for the same dates the rules of each rate will determine guest which rate is offeredalways displayed.
Rates can be used:*for different weekend/weekday == '''Step 3''' - Create prices ==*for Without 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 system can be found but the room is not fully booked*for special pricing for channel managementshow availability.
Go If you have several rooms with a similar pricing structure you can "link" prices with or without offsets 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 criteriarooms.
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 Beds24 has two types of the week or date ranges as you require. This way you can create sophisticated rate models.prices:*Daily Prices (recommended)*Fixed Prices
'''Adding Rates and Discounts'''This [https: To add a new rate click on //beds24.com/wizard/wizard3.php setup wizard] guides you though the button ADD RATE setup.
'''Link a Rate<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:''' One rate can be used for multiple rooms. For which room a rate is used is defined in lightbulb}} </span> Click on the "RoomsPrice Check" tab of button on the rateCALENDAR or SUPPORT page then on "Calculate" to find our why you have not price or how a price is calculated.
'''Copy a Rate:Daily Prices (recommended)''' If you want to use the same rate for another room click on SAVE AS A COPY
'''Changing Rates Daily Prices are prices for one date. Daily prices are easy to manage and Discounts''': Click on are the rate you want to change and enter your changesbest choice for most customers. You Multiple prices per date can delete rate setting and add new onesbe defined for example for different minimum stays or different offers. You may re-use old rates that are still in Please find more information on the system by changing their start and end dateshelp page for [https://wiki.beds24.com/index.php/Category:Daily_Prices daily prices].
'''Combination of Daily Prices and Rates'''<embedvideo service="youtube">https://youtu.be/E4TYnrHwnDA</embedvideo>
It is not necessary to use both daily prices and rates but a combination of daily prices and rates can be used to fine tune pricing structures.'''Fixed Prices'''
*For example Daily Fixed Prices can be used have a start and end date so they apply to override the price and conditions a range of a rate for individual dates.*The booking Fixed Prices contain many rules for your rates and daily prices will determine which daily price or rate will be usedabout the conditions that must apply to make them available.
== '''Step 5''' - Enter existing Bookings==Use Fixed Prices instead of Daily prices only:*If your prices are fixed ahead and you do not want to adjust them and you have none or few seasonsTo avoid double bookings it is advisable *If you want to allow guest to enter enquire when no price can be found but the bookings room is not fully booked*If you already have. You have different options:want to grant referrer discounts
*For Booking.com and Expedia we have Please find more information on the option to automatically import all upcoming bookingshelp page for [https://wiki. We recommend to use this method because for bookings imported directly from Bookingbeds24.com we will then be able to automatically import changes. You can use this function when the channel manager is set up but not activated. The button is available in SETTINGS->CHANNEL MANAGER->BOOKING/index.COMphp/EXPEDIACategory:Fixed_Prices Fixed Prices].
*For Airbnb you can use our iCal import to import upcoming bookings. You can set this up in SETTINGS->CHANNEL MANAGER->AIRBNB ICAL. After you have imported bookings you deactivate the iCal '''Combination of Daily Prices and set the XML connection up.Fixed Prices'''
*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 often adjust prices use Daily Prices only.*You can add a Gap Filler to fill gaps when using daily prices with minimum stays required
*If you are comfortable working with .csv you can upload bookings into Beds24 using our API (https<span style="color://www.beds24.com/api/). Bookings must have 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#fe746c;“ >{{#fas://www.beds24.com/api/csv/putbookingscsv.php). To use the API you need to allow API access in SETTINGS exclamation-> ACCOUNT triangle}} -</span> ACCOUNT ACCESS*Upcoming bookings from booking.com can be automatically importedRules in Fixed Prices have no effect on daily prices.
== '''Step 64''' - Connect Payment Processor Set up payment collection (optional)==Connect You need to connect a payment processor to automatically connect [[:Category:Payments|collect payments ]] in {{#fas:cog}} (SETTINGS-) >PAYMENTS->PAYMENT COLLECTION. [[Stripe|Stripe]] is our preferred partner who which offers the best functionality.
== '''Step 75''' - 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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