Changes

[[Category:IntroductionGetting_Started]] ''This page explains how to set up your account''<div class="heading">Set Up Guide</div>

'''You're now only a few steps away from accepting on-line bookings. We recommend This page explains how to set up your account__TOC__=What you let our [http://www.beds24.com/wizard/index.php Setup Wizards] should know and do before getting started=<div class="bluebox">This self-setup guide assists you through the processyour initial setup. Beds24 is designed as a self-service system so you can 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= Terminology ==kgIZPd_ekiExQGk0 Youtube playlist].*There are recordings of previous [https://wiki.beds24.com/index.php/Webinars webinars] and webinar announcements.'''Properties''' *You can be Hotelslet 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, B&B´s, apartment houses, camp sites, etci.e. the system can handle multiple properties of different typesdecimal places are separated by a full stop (not a comma).

A property <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 only one properties or very many multiple properties of different roomstypes.

'''Rooms''' are a way of splitting your property into separately bookable units. Rooms can, but do not need to, represent ''physical'' rooms; they . They are a way of splitting your up a property into separately bookable unitssections 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.

These units or "Rooms" could be If you rent your property as a whole because it is a vacation rental you will still need one room which is what the guest bedrooms, hostel dormitories, individual beds in backpackers, camp sites, houseboats, holiday homes, individual hotel suites, cabins, tours, classes or cars etcbooks.

== Multiple Properties A property can have only one room (a vacation rental) or Rooms ==a number of different '''room types''' or '''categories''' (a hotel, B&B, hostel, aparthotel).

Hotels, B&B´s and inns Each room or room type/category can have ''multiple inventories'''. <embedvideo service="youtube">https://youtu.be/Jd6mFFWhpRE</embedvideo> === Multiple Properties or Rooms ===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.

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.

<embedvideo service="youtube">https://www'''Hotels, B&B´s.youtube.com/watch?v=2nNidEDdm4w</embedvideo>hostels'''

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. === 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 === By default Email notifications about new bookings and system notifications are sent to the Administrator Email address from {{#fas:cog}} (SETTINGS) > ACCOUNT ACCESS. If you have multiple properties you can set {{#fas:cog}} (SETTINGS) > ACCOUNT > HOST NOTIFICATIONS > Booking notification emails sent to"=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 System notifications are error messages, answers to support tickets and other messages which are not directly related to a booking. We 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. === Account access and Security === Access including API and security settings can be managed from this menu.  Go to {{#fas:cog}} (SETTINGS) > ACCOUNT > ACCOUNT ACCESS >*Change Password*Administrator Email*Additional Login*2Factor Authentication*API Keys  === Privacy ===Privacy rules for data management should be managed from this menu. We provide settings that allow you to control how your guest's data is stored in Beds24. Go to {{#fas:cog}} (SETTINGS) >ACCOUNT > PRIVACY click (?) for more information. === Billing === You can see the monthly service fees and usage charges, setup payment details for your account, and generate and download your invoice after you have made a payment. === Booking Page Languages === If you 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 each language in your descriptions, information on your booking page and notifications. Descriptions have to be entered in each language tab. == '''Step 2'''- Create properties and rooms==You can import properties and rooms or create them manually. <embedvideo service="youtube">https://youtu.be/CsjMXF2vzEs</embedvideo> ===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. [[File:Airbnb_import_listing.mp4|640px]] ===Import from Booking.com===You can [[Booking.com:_Import_Properties_from_Booking.com_to_Beds24|import your property from Booking.com to Beds24]]. ===Manual creation ======= '''Step 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 [[File:Property_and_Room_Setup.mp4|640px]] ==== '' in 'Step 2''' - Create rooms==== *To set rooms up go to '{{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS . A click on '''EDIT''' will open a field where you can set the top menu barname and quantity of "Rooms" of that 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]].

*Go to '''ACCOUNT''' {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > OFFERS and complete define your detailsoffer(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.

*If you want You have the option to use sell a language other than English on your booking page, go to '''ACCOUNT''' -> '''LANGUAGES''' and tick the ones you want to useroom with different prices eg. If you enable more than one language you will see tabs for each language in your descriptionspackages, information on your booking page and notificationspromotions or discounted conditional prices. Descriptions Each offer can have to be entered in each language tabits own "Booking Type".

==== '''Step 23''' - Property Set UP 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.

*Go to == '''PROPERTIESStep 3''' -> '''DESCRIPTION''' and complete your property information Create prices ==Without prices the system can not show availability.

Beds24 has two types of prices:*Daily Prices (recommended)*Go to '''PROPERTIES''' -> '''ROOMS'''. A click on '''EDIT''' will open a field where you can set the name and quantity of "Rooms" of that type available. Fixed Prices

<span class="" style= '''Step 4''' "color: #f3e504; font- size: 150%;" >{{#fas:lightbulb}} </span> Set your Prices ==The system has two types of prices:*Daily Prices*RatesClick 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.

Note: If you use rates you do not need to set up Daily Prices are prices for every dayone date. If required you can use a Daily Price prices are easy to adjust manage and are the best choice for most customers. Multiple prices per date can be defined for example for an individual date different minimum stays or date rangedifferent offers. Please find more information on the help page for [https://wiki.beds24.com/index.php/Category:Daily_Prices daily prices].

Daily '''Fixed Prices are prices for one date. Up to four prices per date can be defined for example for different occupancies.'''

Daily Fixed Prices can be used:*If you want have a start and end date so they apply to a range of dates. Fixed Prices contain many rules about the conditions that must apply to fine tune prices on a daily basis*if you do not use Last Minute or Early Bird pricingmake them available.

Go to '''CALENDAR''' in the top menu. This is a table giving you a complete overview Use Fixed Prices instead of Daily prices only:*If your bookings, rates prices are fixed ahead and you do not want to adjust them and inventory. By ticking the boxes you have none or few seasons*If you want to allow guest to enquire when no price can select what be found but the room is not fully booked*If you want to display. grant referrer discounts

Activate '''DAILY PRICES'''Please find more information on the help page for [https://wiki. You can set your room prices herebeds24. Click in the DAILY PRICE row and set price and date range and click '''SAVE'''com/index. You may modify individual dates as required. Rules for daily prices can be set in SETTINGS->PROPERTIES->ROOMS->DAILY PRICESphp/Category:Fixed_Prices Fixed Prices].

Rates have a start and end date so they apply *You can use Daily Prices to override the Fixed Price for a range of few individual dates. Rates contain many rules about the conditions which must apply to make them availableIf you often adjust prices use Daily Prices only. Multiple rates *You can be used add a Gap Filler 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. fill gaps when using daily prices with minimum stays required

Rates can be used<span style="color:*for different weekend#fe746c;“ >{{#fas:exclamation-triangle}} </weekday prices*for span> Rules in Fixed Prices have no effect on daily 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 guest to enquire if no price can be found but the room is not fully booked*for special pricing for channel management

Go == '''Step 4''' - Set up payment collection (optional)==You need to RATES connect a payment processor to automatically [[:Category:Payments|collect payments]] in the top menu{{#fas:cog}} (SETTINGS) > PAYMENTS > PAYMENT COLLECTION. 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 [[Stripe|Stripe]] is our preferred partner which offers the lowest price that matches your criteriabest functionality.

When creating multiple rates you would generally set == '''Step 5''' - Set up the Channel Manager (optional)==Set up the [[:Category:Channel_Manager| channel manager]] to synchronise 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 modelssales channels.

'''Adding Rates and Discounts'''Here some short example videos. For detailed instructions see: To add a new rate click on the button ADD RATE

'''Link a Rate*[[Airbnb_Mapping| How to connect Airbnb]]*[[Booking.com:''' One rate can be used for multiple rooms_Synchronise_bookings_prices_availability | How to connect Booking. For which room a rate is used is defined in the "Rooms" tab com to sync prices and availability]]*[[Expedia_Mapping | How to connect Expedia to sync prices and availability]]*[[VRBO_Setup | How to connect to Vrbo]]*[[:Category:Channel_Manager| List of the rate.all channels with link to detailed setup instructions]]

'''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/_KORtELJyNk</embedvideo>

'''Changing Rates and Discounts'''<embedvideo service="youtube">https: 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//youtu.be/rsqRWgawcWU</embedvideo>

<embedvideo service="youtube">https://www= '''Step 6''' - Enter existing bookings==To avoid double bookings it is advisable to enter the bookings you already have.youtube.com/watch?v=zT65okbSXIE</embedvideo>

'''Combination of Daily Prices *For Booking.com, Airbnb and Rates'''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 the channel manager is set up but not activated. The button is available in {{#fas:cog}} (SETTINGS) > CHANNEL MANAGER > AIRBNB/BOOKING.COM/EXPEDIA.

It is not necessary to use both daily prices and rates but a combination of daily prices and rates *Other bookings can be used to fine tune pricing structuresuploaded as a .csv file from in {{#fas:cog}} (SETTINGS) > PROPERTIES.

*For example Daily Prices can be used to override To manually add or blocked dates click on the price and conditions of a rate for individual dates.*The booking rules for your rates and daily prices will determine which daily price suitcase icon in the CALENDAR or rate will be usedon "Add Booking" at the top.

== '''Step 5''' *If you do not need the actual booking you can 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- Enter existing Bookings==To avoid double bookings up and save the changes. (it is advisable only possible to enter lower the number based on the value in {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP "Quantity of this type" and any existing bookings you already have). You have different options:

*In CALENDAR you will find a row INVENTORY. == The number shows rooms remaining to sell. They can be edited to quickly change your availability. Doubleclick to open a popup and save the changes.*To ''Add Bookings'Step 7''' - manually click on the suitcase icon in the CALENDAR or on the "Add Booking" link in the BOOKINGS menu.Automate messaging and processes==*If you are comfortable working with .csv you can upload bookings into Beds24 using our API (httpsGo to {{#fas://www.beds24.com/api/). You will see the instructions when you click on putBookingCSV cog}} (https://www.beds24.com/api/putbookingscsv.phpSETTINGS)> GUEST MANAGEMENT > AUTO ACTIONS to *set up messaging templates for automatic and manual sending*Upcoming automatically perform modifications on bookings from booking.com can be automatically imported.based on predefined criteria

== '''Step 68''' - Check Customize and Customise your Booking Pageconnect the booking engine for commission free direct bookings (optional)==Go to {{#fas:cog}} (SETTINGS->) BOOKING PAGEENGINE.

You have the option to fully customise the look and the content of your booking page. For an overview on of your options please go to [[Customise Booking Page]].

== '''Step 7''' - Install your Booking Button, Box, Strip, Calendar or one of our other Booking Widgets ==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-) >BOOKING PAGE-ENGINE >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 page.

== '''Step 8''' - Guests who book directly will automatically receive a [:category:Confirmation_Messages|confirmation message]] Do some test bookings to check everything is workingwhich you can customise the [ in {{#fas:cog}} (SETTINGS) > GUEST MANAGEMENT > CONFIRMATION MESSAGES. ==

=='''Congratulations! You are now receiving on-line bookings.Step 9''' New on-line bookings will Download the free Beds24 app(optional)==Our free App for IOS and Android is there to help you with daily tasks which might need to be added automaticallydone while away from the desk. You can also enter new bookings manually clicking on "Add Booking" on [[Mobile_App_Android_and_IOS|More information about the BOOKINGS pageapp]].

== '''Customise''' =More functions and options=*Optionally you can Customise the display of the [[:category:Confirmation_MessagesCalendar|customise the booking confirmations to guestscontrol panel CALENDAR]] and set page in {{#fas:cog}} (SETTINGS) > ACCOUNT > PREFERENCES. *Customise the display of the system [[Outgoing_EmailPreferences|use your own Email address for sendingcontrol 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 support wiki.