Category:Bookings: Difference between revisions

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The second selection allows you to add a "sub status". The sub status has no direct effect on the booking. Its purpose is to hold information and allow you create reports according to this information.  
The second selection allows you to add a "sub status". The sub status has no direct effect on the booking. Its purpose is to hold information and allow you create reports according to this information.  


For an overview can choose from different views to view all bookings:
For an overview can choose from different views to view all bookings:
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*Calendar view
*Calendar view
*Guests
*Guests
*Pending payments  
*Pending payments
 
=== Group bookings===
In the calendar group bookings are marked with a {{#fas:circle}}  icon. For the master booking, the circle is filled.
 
More information on [[Group_Bookings|how to manage group bookings]].


<embedvideo service="youtube">https://youtu.be/RrJcMyyr7s8</embedvideo>


== Add Bookings ==
== Add Bookings ==
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Click on the ADD BOOKING Button on the top right.  
Click on the ADD BOOKING Button on the top right.  


[[Image:addbooking.png|300px|link=]]
[[Image:AddBookingButton.jpg|500px|link=]]
[[Media:addbooking.png|view large]]
[[Media:AddBookingButton.jpg|view large]]
 
 


To add a booking for multiple rooms or to check for available rooms click on "Price Check"
To add a booking for multiple rooms or to check for available rooms click on "Price Check"
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[[Image:book_multiple.gif|300px|link=]]
[[Image:book_multiple.gif|300px|link=]]
[[Media:book_multiple.gif|click to see a demo]]
[[Media:book_multiple.gif|click to see a demo]]


Add bookings in CALENDAR directly into the room or even the room and the date.  
Add bookings in CALENDAR directly into the room or even the room and the date.  
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If you want to manually add a booking for a guest who previously stayed use the "Search" field in the booking.
If you want to manually add a booking for a guest who previously stayed use the "Search" field in the booking.


<embedvideo service="youtube">https://youtu.be/aciym__Y4Zg</embedvideo>
 
 
<embedvideo service="youtube">https://youtu.be/-baTic4zHpI</embedvideo>


=== Import existing bookings when you are starting===
=== Import existing bookings when you are starting===
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If you generally want to assign rooms manually you can change the setting for "Booking Allocation" in {{#fas:cog}} (SETTINGS) PROPERTIES > ROOMS > SETUP.
If you generally want to assign rooms manually you can change the setting for "Booking Allocation" in {{#fas:cog}} (SETTINGS) PROPERTIES > ROOMS > SETUP.


If you want to rearrange your room assignment you can use the drag-and-drop function in BOOKINGS > GRID.
If you want to rearrange your room assignment you can move the booking


<embedvideo service="youtube">https://youtu.be/Ohhx1ZfPxNw</embedvideo>
<embedvideo service="youtube">https://youtu.be/LvhP9aTvzuQ</embedvideo>


<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> If you have a room type with a quantity of more than one the system will allow a guest to book multiple days as long as one room of the type is a available on each day. If this causes that the guest will have to move during the stay you will need to shuffle the bookings manually.
<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> If you have a room type with a quantity of more than one the system will allow a guest to book multiple days as long as one room of the type is a available on each day. If this causes that the guest will have to move during the stay you will need to shuffle the bookings manually.


=== Prevent Room Changes===  
=== Prevent Room Changes===  
If a booking is imported from a channel and you have changed the room in Beds24 you need to change the setting for "Allow Channel Modifications" in the "Details" tab ot the booking to prevent the channel to override the room change with the next update.
If a booking is imported from a channel and you have changed the room in Beds24 you need to change the setting for "Allow Channel Modifications" in the "Details" tab of the booking to prevent the channel to override the room change with the next update.
 
You can apply a Rule for your channel bookings in {{#fas:cog}} (SETTINGS) CHANNEL MANAGER > CONNECTION SUMMARY for the channels you have connected you will see the option 'Allow Channel Modifications' and set = All except room change, this will prevent the channel to override the room change with the next update.  


If the info codes LOCKROOM or LOCKUNIT manual room changes by staff are not possible.  
If the info codes LOCKROOM or LOCKUNIT manual room changes by staff are not possible.  
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You can edit a booking by clicking on it to open the booking in a popup. When you open the booking you see several tabs:
You can edit a booking by clicking on it to open the booking in a popup. When you open the booking you see several tabs:
===Overview===
The most important information from other tabs so you can have the essentials in one view.
The overview opens is read only and opens via the <span class="" style="color:#019cde; font-size: 120%;" >{{#fas:clipboard-list}} </span> icon. A click on an "Edit" icon will take you to the tab where you can make changes. We are planning to build out the overview which will eventually encorporate all functionality and replace the tabs.


=== Info ===
=== Info ===
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*Enter or change '''chargeable items''', '''payments''' or '''pending payments'''. Click on the + icon to add and enter a blank new row.
*Enter or change '''chargeable items''', '''payments''' or '''pending payments'''. Click on the + icon to add and enter a blank new row.
**Upsell Items which are created in {{#fas:cog}} (SETTINGS) BOOKING ENGINE > UPSELLING can be automatically selected as charges.
**Upsell Items which are created in {{#fas:cog}} (SETTINGS) BOOKING ENGINE > UPSELL ITEMS can be automatically selected as charges.
**You can create invoice items for items sold on site in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > INVOICE "Invoice Items".  
**You can create invoice items for items sold on site in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > INVOICE "Invoice Items".  
*To remove an item click on the ... menu and then choose "Delete".
*To remove an item click on the ... menu and then choose "Delete".
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By default the description of the lodging price displays room name, check-in date and check-out date. You can change what is displayed there  in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT-> INVOICE "Invoice Item Room Description".  
By default the description of the lodging price displays room name, check-in date and check-out date. You can change what is displayed there  in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT-> INVOICE "Invoice Item Room Description".  
'''Discount Voucher code '''
There are two ways to apply a discount code to a back-end booking depending on your workflow:
====Option 1: Applying a Voucher Code to an Existing Booking====
If the booking has already been created in the calendar:
Open the existing booking.
*Go to the Charges & Payments tab.
*Find the "Voucher Code" field and enter the agent's discount code.
*Click "Recalculate" to apply the discount.
The charges will automatically update to reflect the discounted price.
====Option 2: Applying a Voucher Code When Creating a New Booking====
If you are creating a brand new booking from scratch:
*Click the "Add Booking" button in the calendar.
*While filling in the booking details form, you will see a "Voucher Code" field.
*Enter the discount code directly into this field.
*Complete the rest of the booking details and save.
The discounted price will be automatically calculated and applied from the start.




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=== Logs===  
=== Logs===  
The logs shows changed which have been made to the booking.  
The logs shows changes which have been made to the booking.  


Logs are available until one month after check-out.  
Logs are available until one month after check-out.  
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Direct booking can be cancelled by changing the status to "Cancelled". For bookings from channels the cancellation has to be made on the channel either by the guest or by the channel. If this is not possible you can  change the status in Beds24 and set "Allow Channel Modifications" = No in the "Details" tab of the booking. This will stop and update from the channel to override the status change but not actually cancel the booking in the channel.
Direct booking can be cancelled by changing the status to "Cancelled". For bookings from channels the cancellation has to be made on the channel either by the guest or by the channel. If this is not possible you can  change the status in Beds24 and set "Allow Channel Modifications" = No in the "Details" tab of the booking. This will stop and update from the channel to override the status change but not actually cancel the booking in the channel.


You can allow guests to cancel bookings themselves. By default the system uses the policy you can set under {{#fas:cog}} (SETTINGS) PROPERTIES > BOOKING RULES. You have the option to override these settings for offers ({{#fas:cog}} (SETTINGS) PROPERTIES > ROOMS >OFFERS) or individual  bookings. If you allow cancellations you can send your guests a link to let them cancel via the system without contacting you. Include the template variable [CANCELURL] into your e-mail confirmation message. When guests cancel a booking they will receive a system notification that the booking was cancelled. If required you can set up an additional Auto Action Email in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS.
You can allow guests to cancel bookings themselves. By default the system uses the policy you can set under {{#fas:cog}} (SETTINGS) BOOKING ENGINE. You have the option to override these settings for offers ({{#fas:cog}} (SETTINGS) PROPERTIES > ROOMS >OFFERS) or individual  bookings. If you allow cancellations you can send your guests a link to let them cancel via the system without contacting you. Include the template variable [CANCELURL] into your e-mail confirmation message. When guests cancel a booking they will receive a system notification that the booking was cancelled. If required you can set up an additional Auto Action Email in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS.


=== Bulk Changes===  
=== Bulk Changes===  
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*Move bookings to another room.
*Move bookings to another room.
*To bulk delete bookings the status has to be changed to "Cancelled" first.
*To bulk delete bookings the status has to be changed to "Cancelled" first.
=== Archived Bookings ===
Bookings will periodically be 'Archived' this is to help with performance.
To access Archived bookings, go to BOOKING > LIST
* Edit or create a new 'View' of the list and include column 'Invoice' this gives a print invoice button for bookings and a download a csv file with the invoice data for archived bookings.
* Then set the date and the period for the bookings.


=== Search Bookings ===  
=== Search Bookings ===  
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To search for a booking, use the SEARCH box on the top of any page.  
To search for a booking, use the SEARCH box on the top of any page.  


[[Image:addbooking.png|300px|link=]]
[[Image:Searchbox.jpg|500px|link=]]
[[Media:addbooking.png|view large]]
[[Media:Searchbox.jpg|view large]]
 
 


You can search on First name, last name, Beds24 booking number, Channel booking number. You will see the list that match your criteria, if not, then you can click on 'Search More' this will search all guest information in a booking.
You can search on First name, last name, Beds24 booking number, Channel booking number. You will see the list that match your criteria, if not, then you can click on 'Search More' this will search all guest information in a booking.
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