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Do the initial Setup

914 bytes added, 13 May
This page explains how to set up your account
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=What you should know and do before getting started=
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This self-setup guide assists you through your initial setup. Beds24 is designed as a self-service system so you can set up and change all functions yourself at any time.
= Set Up There is context sensitive help throughout our system. If you are stuck, click on the <span style=You're now only a few steps away from accepting on"color:#019cde;“ >{{#far:question-line bookingscircle}} </span> icons. We provide plenty of support tools which will You can also use this [[Main Page|Wiki]] for help you during the set up process.
*We provide a range of [[videos|video tutorials]]. There is context sensitive help throughout our systemalso a [https://youtube.com/playlist?list=PLxiq-bz-RFGEbM44Yk4SYmGt09UISNzEw&si=kgIZPd_ekiExQGk0 Youtube playlist]. If you *There are stuck, click on the '''?''' iconsrecordings of previous [https://wiki.beds24.com/index.php/Webinars webinars] and webinar announcements. *You can also use this let our [[Main Page|Wiki]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 helpyou 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).'''
We provide a range <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 [[videos|video tutorials]]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="" style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> '''Rooms''' are a way of splitting your property into separately bookable units. Where you see this <span class="" style="color: #c7c7c7;" >{{#fas:copy}}</span> icon you 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 B&B, vacation rentals, holiday homes, beds in hostel dormitories, camp sites, houseboats, cabins, tours, classes or propertiescars etc.
<span class="" style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> We recommend If you let our [http://beds24.com/wizard/index.php Setup Wizards] guide rent your property as a whole because it is a vacation rental you through will still need one room which is what the set up processguest books.
= Terminology =A property can have only one room (a vacation rental) or a number of different '''room types''' or '''Propertiescategories''' can be Hotels, Hostels(a hotel, B&B´s, holiday houses, vacation rentalsB, apartment houseshostel, camp sites. You can have one properties or multiple properties of different typesaparthotel).
A property Each room or room type/category can have only one or very many different rooms.  '''Rooms''' are a way of splitting your property into separately bookable units. Rooms can, but do not need to, represent multiple inventories''physical'' rooms. They are rented units i.e. bedrooms in a hotel or B&B, vacation rentals, holiday homes, beds in hostel dormitories, camp sites, houseboats, cabins, tours, classes or cars etc.
<embedvideo service="youtube">https://youtu.be/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 Guide Setup =
== '''Step 1''' - General Account Settings ==
Click on {{#fas:cog}} (SETTINGS)> ACCOUNT and complete your details === Views and Settings ===To setup the look 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.
*Go === Outgoing Email ===If you want to ACCOUNT and complete send Emails from Beds24, then you need to setup your detailsoutgoing email.
*If you want Go to use a language other than English on your booking page, go to ' {{#fas:cog}} (SETTINGS) BOOKING ENGINE > INTERNATIONALIZATION ACCOUNT > OUTGOING EMAIL and tick for instructions please use the ones you want to use. If you enable more than one language you will see tabs for each language in your descriptions, information context help (? icons) and click on your booking HELP (? icon right) of this page and notifications. Descriptions have to be entered in each language tab.
<embedvideo service="youtube">https://www.youtube.com/watch?v=2nNidEDdm4w</embedvideo>= Host Notifications ===
== '''Step 2''' - Property and Room Set Up==By default each Beds24 account has one property with a room Email notifications about new bookings and a pricesystem notifications are sent to the Administrator Email address from {{#fas:cog}} (SETTINGS) > ACCOUNT ACCESS.
You If you have multiple properties you can import additional properties set {{#fas:cog}} (SETTINGS) > ACCOUNT > HOST NOTIFICATIONS > Booking notification emails sent to"=Administrator and rooms or create them manuallyCc: 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
===Import from Airbnb===If you have a listing on Airbnb you can import it System notifications are error messages, answers to support tickets and create a new property with a new room or add a room in other messages which are not directly related to a property you already have in Beds24. Click [[Connect_Airbnb_Account|here]] for instructionsbooking.
===Import from BookingWe recommend you use different Email addresses to send and receive because some Email programs (i.com===You can [[BookingE.com:_Import_Properties_from_Booking.com_to_Beds24|import your property gmail) hide incoming Email if they are from Booking.com to Beds24]]the same Email address.
===Import a .csv file via Beds24 API Account access and Security ===If you want to import a .csv file you will first need to first need to go to {{#fas:cog}} (SETTINGS) ACCOUNT > ACCESS and set "API without API key" = allow any IP
Access including API and security settings can be managed from this menu.
The actual process is documented directly in the [httpsGo to {{#fas://api.beds24.com/ cog}} (SETTINGS) > ACCOUNT > ACCOUNT ACCESS >*Change Password*Administrator Email*Additional Login*2Factor Authentication*API].Keys
===Manual creation Privacy ===Go Privacy rules for data management should be managed from this menu. We provide settings that allow you to control how your guest'{{#fas:cog}} (SETTINGS) PROPERTIES > DESCRIPTION and complete your property informations data is stored in Beds24.
[[FileGo to {{#fas:Property_and_Room_Setupcog}} (SETTINGS) >ACCOUNT > PRIVACY click (?) for more information.mp4|640px]]
== '''Step 3'' - Rooms and Offers''' = Billing ===
*To set rooms up go to '{{#fas:cog}} (SETTINGS) PROPERTIES > ROOMS . A click on '''EDIT''' will open a field where you You can set see the name monthly service fees and usage charges, setup payment details for your account, and generate and quantity of "Rooms" of that type availabledownload your invoice after you have made a payment.
Don't forget to '''SAVE'''!=== Booking Page Languages ===
If you sell dorms want to use a language other than English on your booking page, go to {{#fas:cog}} (SETTINGS) BOOKING ENGINE > INTERNATIONALIZATION and tick the ones you want to use. If you enable more than one language you will see tabs for which you sell indivudual beds each language in your descriptions, information on your booking page and not private rooms please also see how notifications. Descriptions have to [[Hostel_and_Retreat_Setup|setup dorms]]be entered in each language tab.
*Go to {{#fas:cog}} (SETTINGS) PROPERTIES > ROOMS > OFFERS.== '''Step 2''' - Create properties and rooms==An offer is the price combined with certain conditions. Each room/unit has one You can import properties and rooms or more offers. "Offer 1" is your standard offer to the guest which is always displayedcreate them manually.
You have the option to sell a room with different prices eg. packages, promotions or discounted conditional rates. Each offer can have its own <embedvideo service="Booking Typeyoutube">https://youtu.be/CsjMXF2vzEs</embedvideo>
===Import from Airbnb===If you copy have a listing on Airbnb you can import it and create a new property with a new room or add a room all settings will be automatically applied to the copyin a property you already have in Beds24. If you want to link prices between different rooms remove the prices before you copy the roomsClick [[Connect_Airbnb_Account|here]] for instructions.
== '''Step 4''' - Set your ''' ==Without prices the system can not show availability[[File:Airbnb_import_listing. mp4|640px]]
If you have several rooms with a similar pricing structure you ===Import from Booking.com===You can "link" prices with or without offsets [[Booking.com:_Import_Properties_from_Booking.com_to_Beds24|import your property from Booking.com to multiple roomsBeds24]].
The system has two types of prices:===Manual creation ======= '''Step 1''' - Create properties====*Daily PricesProperties and be added in '{{#fas:cog}} (SETTINGS) > PROPERTIES*RatesAfter you have added a property go to '{{#fas:cog}} (SETTINGS) > PROPERTIES > DESCRIPTION and complete your property information
<span class="" style="color[[File: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> 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 calculatedProperty_and_Room_Setup.mp4|640px]]
<span style="color:#fe746c;“ >{{#fas:exclamation=== '''Step 2''' -triangle}} </span> If you use rates you do not need to set up Daily Prices for every day. If required you can use a Daily Price to adjust the prices for an individual date or date range.Create rooms====
Which *To set rooms up go to '{{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS . A click on '''EDIT''' will open a field where you can set the name and quantity of "Rooms" of that type you use depends on your pricing structure: available.
'''Daily Prices'''If you sell dorms for which you sell individual beds and not private rooms please also see how to [[Hostel_and_Retreat_Setup|setup dorms]].
Daily Prices are prices for *Go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > OFFERS and define your offer(s).An offer is the price combined with certain conditions. Each room/unit has one dateor more offers. Multiple prices per date can be defined for example for different occupancies/packages "Offer 1" is your standard offer to the guest which is always displayed.
Daily Prices can be used:*If you want You have the option to fine tune sell a room with different prices on a daily basis*if you do not use Last Minute eg. packages, promotions or Early Bird pricingdiscounted conditional prices. Each offer can have its own "Booking Type".
Go <span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}}</span> If you copy a room all settings will be automatically applied to '''CALENDAR''' in the top menucopy. This is a table giving If you a complete overview of your bookings, rates and inventory. By ticking want to link prices between different rooms remove the boxes prices before you can select what you want to displaycopy the rooms.
Activate ==== '''DAILY PRICESStep 3'''. You can set your room prices here. Click in the DAILY PRICE row and set price - Customize and date range and click add offers (optional)====An '''SAVEOffer'''is the price combined with certain conditions. You may modify individual dates as requiredEach room/unit has one or more offers. Rules for daily prices can be set in PRICES -> DAILY PRICE SETUP "Offer 1" is your standard offer to the guest which is always displayed.
<embedvideo service="youtube">https://www= '''Step 3''' - Create prices ==Without prices the system can not show availability.youtube.com/watch?v=iFht8sLJg9g</embedvideo>
'''Rates'''If you have several rooms with a similar pricing structure you can "link" prices with or without offsets to multiple rooms.
Rates have a start and end date so they apply to a range Beds24 has two types of dates. Rates contain many rules about the conditions which must apply to make them available. Multiple rates can be used to create complex pricing structures. If multiple rates are available for the same dates the rules of each rate will determine which rate is offered.prices:*Daily Prices (recommended)*Fixed Prices
Rates can be usedThis [https:*for different weekend/weekday prices*for prices for extra guests or extra children apply*If you require the guest to book more than one day before Check-in*If you want a price to be available only certain days in advance (e/beds24.gcom/wizard/wizard3. Last Minute or Early Bird)*if php setup wizard] guides you want to allow guests to enquire if no price can be found but though the room is not fully booked*for special pricing for channel managementsetup.
Go to RATES in the top menu. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> Multiple rates and discounts may be defined for each room. When multiple rates exist for a given date Click on the system default will calculate and offer "Price Check" button on the lowest CALENDAR or SUPPORT page then on "Calculate" to find our why you have not price or how a price that matches your criteriais calculated.
When creating multiple rates you would generally set your highest price to always be available and create discounted price rates for longer stays, specific days of the week or date ranges as you require. This way you can create sophisticated rate models.'''Daily Prices (recommended)'''
'''Adding Rates Daily Prices are prices for one date. Daily prices are easy to manage and Discounts''': To add a new rate click are the best choice for most customers. Multiple prices per date can be defined for example for different minimum stays or different offers. Please find more information on the button ADD RATE help page for [https://wiki.beds24.com/index.php/Category:Daily_Prices daily prices].
'''Link a Rate:''' One rate can be used for multiple rooms. For which room a rate is used is defined in the <embedvideo service="Roomsyoutube" tab of the rate>https://youtu.be/E4TYnrHwnDA</embedvideo>
'''Copy a Rate:Fixed Prices''' If you want to use the same rate for another room click on SAVE AS A COPY
'''Changing Rates Fixed Prices have a start and Discounts''': Click on the rate you want end date so they apply to change and enter your changesa range of dates. You can delete rate setting and add new ones. You may re-use old rates Fixed Prices contain many rules about the conditions that are still in the system by changing their start and end datesmust apply to make them available.
'''Combination Use Fixed Prices instead of Daily Prices prices only:*If your prices are fixed ahead and you do not want to adjust them and Rates'''you have none or few seasons*If you want to allow guest to enquire when no price can be found but the room is not fully booked*If you want to grant referrer discounts
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 structuresPlease find more information on the help page for [https://wiki.beds24.com/index.php/Category:Fixed_Prices Fixed Prices].
*For example '''Combination of 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 used.Fixed Prices'''
<span style== '''Step 5''' "color:#fe746c;“ >{{#fas:exclamation- triangle}} Enter existing Bookings==To avoid double bookings it is advisable </span> If you use Fixed Prices you do not need to set up Daily Prices for every day. If required you can use a Daily Price to enter adjust the bookings you already haveprices for an individual date or date range. You have different options:
*For '''Booking.com, 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.com we will then be able to automatically import changes. You can use this function when Daily Prices to override the channel manager is set up but not activatedFixed Price for a few individual dates. The button is available in {{#fas:cog}} (SETTINGS) > CHANNEL MANAGER > AIRBNB XML/BOOKING.COM/EXPEDIAIf you often adjust prices use Daily Prices only.*In CALENDAR you will find a row INVENTORY. The number shows rooms remaining to sell. They You can be edited to quickly change your availability. Doubleclick to open add a popup and save the changes. (it is only possible Gap Filler to lower the number based on the value in Settings > Properties > Rooms > Setup > Quantity of this type and any existing bookings)*To Add Bookings or blocked dates '''manually''' click add the bookings directly in the CALENDAR or on the "Add Booking" link in the BOOKINGS menu.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://api.beds24.com). 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://api.beds24.com/csv/putbookingscsv.php). To use the API you need to allow API access in #fe746c;“ >{{#fas:cogexclamation-triangle}} (SETTINGS) ACCOUNT </span> ACCOUNT ACCESSRules 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 {{#fas:cog}} (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 availability]]*[[Expedia_Mapping | How to connect Expedia to sync prices and Customise your Booking Pageavailability]]*[[VRBO_Setup | How to connect to Vrbo]]*[[:Category:Channel_Manager| List of all channels with link to detailed setup instructions]] <embedvideo service="youtube">https://youtu.be/_KORtELJyNk</embedvideo> <embedvideo service=Go to {{#fas"youtube">https:cog}} (SETTINGS) BOOKING ENGINE//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 10''' - Install a *For Booking Widget ==.com, 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 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 ENGINE 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 11''' - 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) > BOOKING ENGINE GUEST MANAGEMENT > 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.
2You have the option to fully customise the look and the content of your booking page. For an overview of your options please go to [[Customise Booking Page]]. ChannelsChannels which receive prices from Beds24:Booking 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) > CHANNEL MANAGER BOOKING ENGINE >BOOKINGWIDGETS.COM (for example) and click on 'View Actual Data' Choose the widget you want to check what we are sendinguse. If required you can customise the appearance. If you are not seeing and are not receiving error messages and need help please click on the display HELP button on channels the top rights of the widgets page is correct the connection is working.
Channels which only receive inventory from Beds24:Check if Copy your widget to your website. To install the availability booking widgets on your web site you will need the channels website is ability to edit the HTML of your page. This may involve knowing the same as on passwords for your web server and the CALENDAR page in Beds24ability to transfer your files. Your web hosting service should be able to provide information and assist you with this.
'''Congratulations! You are now receiving on-line bookings.''' New on-line bookings Guests who book directly will be added automatically. You receive a [:category:Confirmation_Messages|confirmation message]] which you can also enter new bookings manually clicking on "Add Booking" on customise the BOOKINGS page[ in {{#fas:cog}} (SETTINGS) > GUEST MANAGEMENT > CONFIRMATION MESSAGES.
= More customisation options=*customise '''Step 9''' - Download the [[Responsive_Booking_Page|look of your booking page to suit your web site]] in {{#fas:cog}} free Beds24 app(SETTINGSoptional) > BOOKING ENGINE.==*customise Our free App for IOS and Android is there to help you with daily tasks which might need to be done while away from the [[:category:Confirmation_Messages|booking confirmations to guests]] in {{#fas:cog}} (SETTINGS) > GUEST MANAGEMENT > CONFIRMATION MESSAGESdesk.*customise the display of the [[:category:CalendarMobile_App_Android_and_IOS| control panel CALENDAR]] page in {{#fas:cog}} (SETTINGS) > ACCOUNT > PREFERENCES. *customise More information about the display of the [[Preferences|control panelapp]] in {{#fas:cog}} (SETTINGS) > ACCOUNT > PREFERENCES.
= Other Features More functions and Functions options=*Customise the display of the [[:category:Calendar| control panel CALENDAR]] page in {{#fas:cog}} (SETTINGS) > ACCOUNT > PREFERENCES. *Customise the display of the [[Preferences|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 functionsor check the start page of this support wiki.
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