Difference between revisions of "Do the initial Setup"

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[[Category:How to]]
 
[[Category:How to]]
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[[Category:Introduction]]
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[[Category:Getting_Started]]
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''This page explains how to set up your account''
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<div class="heading">Set Up Guide</div>
  
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== Set Up help ==
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This page explains how to set up your account
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'''You're now only a few steps away from accepting on-line bookings. We recommend you let our [http://www.beds24.com/wizard/index.php Setup Wizards]  guide you through the process.'''
+
__TOC__
 +
=What you should know  and do before getting started=
 +
<div class="bluebox">
 +
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.
  
−
There is context sensitive help throughout our system. If you are stuck, click on the '''?''' icons. You can also use this [[Main Page|Wiki]] for help.'''
+
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.
  
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We provide a range of [[videos|video tutorials]].
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*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).
  
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== Terminology ==
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<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.
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'''Properties''' can be Hotels, Hostels, B&B´s, apartment houses, camp sites, etc. the system can handle multiple properties of different types.  
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</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.  
  
−
A property can have only one or very many different rooms.  
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'''Rooms''' are a way of splitting your property into separately bookable units.  Rooms can, but do not need to, 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 cars etc.
  
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'''Rooms''' can, but do not need to, represent ''physical'' rooms; they are a way of splitting your property into separately bookable units.  
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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 books.  
  
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These units or "Rooms" could be guest bedrooms, hostel dormitories, individual beds in backpackers, camp sites, houseboats, holiday homes, individual hotel suites, cabins, tours, classes or cars etc.
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A property can have only one room (a vacation rental) or a number of different '''room types''' or '''categories''' (a hotel, B&B, hostel, aparthotel).
  
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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.
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Each room or room type/category can have ''multiple inventories'''.
  
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== Multiple Properties or Rooms ==
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<embedvideo service="youtube">https://youtu.be/Jd6mFFWhpRE</embedvideo>
  
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Hotels, B&B´s and inns are usually set up as one property with a number of rooms. 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.
+
=== Multiple Properties or Rooms ===
 +
If you are using the channel manager we advise to set the booking system up as similar as your booking channels. If your lodgings have different hotel/property codes for Booking.com etc. then they must be setup as different properties in Beds24 so you can connect them.
  
 
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.
 
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'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 have different hotel/property codes for booking.com etc. then they must be setup as different properties in the system.
+
If your rentals have different hotel/property codes for Booking.com etc. then they must be setup as individual properties.
 +
 
 +
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 ==
 
== '''Step 1''' - General Account Settings ==
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Click on '''SETTINGS''' in the top menu bar.  
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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.
  
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*Go to '''ACCOUNT''' and complete your details
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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
  
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*If you want to use a language other than English on your booking page, go to '''ACCOUNT''' -> '''LANGUAGES''' 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.  
+
System notifications are error messages, answers to support tickets and other messages which are not directly related to a booking.
  
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<embedvideo service="youtube">https://www.youtube.com/watch?v=2nNidEDdm4w</embedvideo>
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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 ===
  
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== '''Step 2''' - Property Set UP ==
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Access including API and security settings can be managed from this menu.
  
−
*Go to '''PROPERTIES''' -> '''DESCRIPTION''' and complete your property information
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Go to {{#fas:cog}} (SETTINGS) > ACCOUNT > ACCOUNT ACCESS >
 +
*Change Password
 +
*Administrator Email
 +
*Additional Login
 +
*2Factor Authentication
 +
*API Keys
  
−
<embedvideo service="youtube">https://www.youtube.com/watch?v=S07yG0EUT88</embedvideo>
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=== 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.
  
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If you have multiple properties please also us this [[Agency_%26_Multiple_Property_Setup|help page]].
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Go to {{#fas:cog}} (SETTINGS) >ACCOUNT > PRIVACY click (?) for more information.
  
−
== '''Step 3''' -Rooms and Offers ==
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=== Billing ===
  
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*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.  
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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.
  
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Don't forget to '''SAVE'''!
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=== Booking Page Languages ===
  
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*Go to '''PROPERTIES''' -> '''ROOMS''' -> '''OFFERS'''.
+
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.
−
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.
+
 
 +
== '''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]]
  
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You have the option to sell a room at up to four different prices eg. packages, promotions or discounted conditional rates. Each offer can have its own "Booking Type".
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===Import from Booking.com===
 +
You can  [[Booking.com:_Import_Properties_from_Booking.com_to_Beds24|import your property from Booking.com to Beds24]].
  
−
== '''Step 4''' - Set your Prices ==
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===Manual creation ===
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Without prices the system can not show availability.
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==== '''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
  
−
The system has two types of prices:
+
[[File:Property_and_Room_Setup.mp4|640px]]
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*Daily Prices
 
−
*Rates
 
  
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Which type you use depends on your pricing structure:
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==== '''Step 2''' - Create rooms====
  
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  Note: 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.
+
*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 available.  
  
−
'''Daily Prices'''
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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 one date. Up to four prices per date can be defined for example for different occupancies.
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*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 or more offers. "Offer 1" is your standard offer to the guest which is always displayed.
  
−
Daily Prices can be used:
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You have the option to sell a room with different prices eg. packages, promotions or discounted conditional prices. Each offer can have its own "Booking Type".
−
*If you want to fine tune prices on a daily basis
 
−
*if you do not use Last Minute or Early Bird pricing
 
  
−
Go to '''CALENDAR''' in the top menu. This is a table giving you a complete overview of your bookings, rates and inventory. By ticking the boxes you can select what you want to display.  
+
<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.
  
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Activate '''DAILY PRICES'''. You can set your room prices here. Click in 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 PRICES.  
+
==== '''Step 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.
  
−
<embedvideo service="youtube">https://www.youtube.com/watch?v=iFht8sLJg9g</embedvideo>
+
== '''Step 3''' -  Create prices  ==
 +
Without prices the system can not show availability.  
  
−
'''Rates'''
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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 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.
+
Beds24 has two types of prices:
 +
*Daily Prices (recommended)
 +
*Fixed Prices
  
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Rates can be used:
+
This [https://beds24.com/wizard/wizard3.php setup wizard] guides you though the setup.
−
*for different weekend/weekday prices
 
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*for prices for extra guests or extra children apply
 
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*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)
 
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*if you want to allow guests to enquire if no price can be found but the room is not fully booked
 
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*for special pricing for channel management
 
  
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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.  
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<span class="" style="color: #f3e504; font-size: 150%;" >{{#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 calculated.
  
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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.
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'''Daily Prices (recommended)'''
  
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'''Adding Rates and Discounts''': To add a new rate click on the button  ADD RATE
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Daily Prices are prices for one date. Daily prices are easy to manage and 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 help page for [https://wiki.beds24.com/index.php/Category:Daily_Prices daily prices].
  
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'''Link a Rate:''' One rate can be used for multiple rooms. For which room a rate is used is defined in the "Rooms" tab of the rate.
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<embedvideo service="youtube">https://youtu.be/E4TYnrHwnDA</embedvideo>
  
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'''Copy a Rate:''' If you want to use the same rate for another room click on SAVE AS A COPY
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'''Fixed Prices'''
  
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'''Changing Rates and Discounts''': 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.
+
Fixed Prices 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 make them available.  
  
−
<embedvideo service="youtube">https://www.youtube.com/watch?v=zT65okbSXIE</embedvideo>
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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 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
  
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'''Combination of Daily Prices and Rates'''
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Please find more information on the help page for [https://wiki.beds24.com/index.php/Category:Fixed_Prices Fixed Prices].
  
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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.
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'''Combination of Daily Prices and Fixed Prices'''
  
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*For example Daily Prices can be used to override the price and conditions of a rate for individual dates.
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<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}}  </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 adjust the prices for an individual date or date range.
−
*The booking rules for your rates and daily prices will determine which daily price or rate will be used.
 
  
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== '''Step 5''' -  Enter existing Bookings==
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*You can use Daily Prices to override the Fixed Price for a few individual dates. If you often adjust prices use Daily Prices only.
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To avoid double bookings it is advisable to enter the bookings you already have. You have different options:
+
*You can add a Gap Filler to  fill gaps when using daily prices with minimum stays required
  
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*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. (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)
+
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Rules in Fixed Prices have no effect on daily prices.
  
−
*To ''Add Bookings''  manually click on the suitcase icon in the CALENDAR or on the "Add Booking" link in the BOOKINGS menu.
+
==  '''Step 4''' - Set up payment collection (optional)==
−
*If you are comfortable working with .csv you can upload bookings into Beds24 using our API (https://www.beds24.com/api/). You will see the instructions when you click on putBookingCSV (https://www.beds24.com/api/putbookingscsv.php). To use the API you need to allow API access in SETTINGS -> ACCOUNT  -> ACCOUNT ACCESS
+
You need to   connect a payment processor to automatically [[:Category:Payments|collect payments]] in {{#fas:cog}} (SETTINGS) > PAYMENTS > PAYMENT COLLECTION. [[Stripe|Stripe]] is our preferred partner which offers the best functionality.
−
*Upcoming bookings from booking.com can be automatically imported.
 
  
−
== '''Step 6''' -  Check and Customise your Booking Page==
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== '''Step 5''' -  Set up the Channel Manager (optional)==
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Go to SETTINGS->BOOKING PAGE.
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Set up the [[:Category:Channel_Manager| channel manager]]  to synchronise your sales channels.  
  
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You 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]].
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Here some short example videos. For detailed instructions see:
 +
 
 +
*[[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 availability]]
 +
*[[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="youtube">https://youtu.be/rsqRWgawcWU</embedvideo>
 +
 
 +
==  '''Step 6''' -  Enter existing bookings==
 +
To avoid double bookings it is advisable to enter the bookings you already have.  
  
−
== '''Step 7''' - Install your Booking Button, Box, Strip, Calendar or one of our other Booking Widgets ==
+
*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 the channel manager is set up but not activated. The button is available in {{#fas:cog}} (SETTINGS) > CHANNEL MANAGER > AIRBNB/BOOKING.COM/EXPEDIA.
−
Booking widgets connect your website to your booking page. There is a choice  including booking buttons, booking boxes, booking strips, calendars. Go to SETTINGS->BOOKING PAGE->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.  
 
  
−
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. Your web hosting service should be able to provide information and assist you with this.  
+
*Other bookings can be uploaded as a .csv 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 you can check everything is working:
+
*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-up and save the changes. (it is only 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 to SETTINGS->BOOKING PAGE to view your booking page and make a couple of test bookings.
+
Go to {{#fas:cog}} (SETTINGS) > GUEST MANAGEMENT > AUTO ACTIONS to  
 +
*set up messaging templates for automatic and 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 'Calculate'.  You can find links to the  'Price Check' tool on the RATES, CALENDAR and SUPPORT pages.
+
==  '''Step 8''' -  Customize and connect the booking engine for commission free direct bookings (optional)==
 +
Go to {{#fas:cog}} (SETTINGS) BOOKING ENGINE.
  
−
2. Channels
+
You 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]].
−
Channels which receive prices from Beds24:
 
−
Go to 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 working.
 
  
−
Channels which only receive inventory 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)  > BOOKING 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.  
−
Check if the availability on the channels website is the same as on the CALENDAR page in Beds24.
 
  
−
'''Congratulations! You are now receiving on-line bookings.'''  New on-line bookings will be added automatically. You can also enter new bookings manually clicking on "Add Booking" on the BOOKINGS page.
+
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. Your web hosting service should be able to provide information and assist you with this.  
  
−
== '''Customise'''  ==
+
Guests who book directly will automatically receive a [:category:Confirmation_Messages|confirmation message]] which you can customise the [ in {{#fas:cog}} (SETTINGS)  > GUEST MANAGEMENT > CONFIRMATION MESSAGES.
−
*Optionally you can [[:category:Confirmation_Messages|customise the booking confirmations to guests]] and set the system [[Outgoing_Email|use your own Email address for sending]]
 
  
−
== Other Features and Functions ==
+
=='''Step 9''' - Download the free Beds24 app(optional)==
−
When you click on FUNCTIONS in the top left menu you will see links to the menu pages of key features and functions.
+
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 desk. [[Mobile_App_Android_and_IOS|More information about the app]].
  
−
[[Image:support.png|500px|link=]]
+
=  More functions and options=
−
[[Media:support.png|view large]]
+
*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 functions or check the start page of this support wiki.

Latest revision as of 15:02, 13 May 2024

Set Up Guide
This page explains how to set up your account

1 What you should know and do before getting started

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.

There is context sensitive help throughout our system. If you are stuck, click on the icons. You can also use this Wiki for help.

  • We provide a range of video tutorials. There is also a Youtube playlist.
  • There are recordings of previous webinars and webinar announcements.
  • You can let our 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).

Tip Where you see this icon you can click and then copy the value of this setting to other rooms or properties.

1.1 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.

Rooms are a way of splitting your property into separately bookable units. Rooms can, but do not need to, 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 cars 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 guest books.

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

Each room or room type/category can have multiple inventories'.

1.1.1 Multiple Properties or Rooms

If you are using the channel manager we advise to set the booking system up as similar as your booking channels. If your lodgings have different hotel/property codes for Booking.com etc. then they must be setup as different properties in Beds24 so you can connect them.

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 your rentals have different hotel/property codes for Booking.com etc. then they must be setup as individual properties.

For further information see 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.

2 Step by Step Setup

2.1 Step 1 - General Account Settings

Click on (SETTINGS) > ACCOUNT and complete your details

2.1.1 Views and Settings

To setup the look of your Control Panel go to (SETTINGS) > ACCOUNT > PREFERENCES and check the settings for your account Control Panel.

Most of the settings can be left with the default value, for more information on each setting, use (?) for the context help.

2.1.2 Outgoing Email

If you want to send Emails from Beds24, then you need to setup your outgoing email.

Go to (SETTINGS) > ACCOUNT > OUTGOING EMAIL and for instructions please use the context help (? icons) and click on HELP (? icon right) of this page.

2.1.3 Host Notifications

By default Email notifications about new bookings and system notifications are sent to the Administrator Email address from (SETTINGS) > ACCOUNT ACCESS.

If you have multiple properties you can set (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 (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.

2.1.4 Account access and Security

Access including API and security settings can be managed from this menu.

Go to (SETTINGS) > ACCOUNT > ACCOUNT ACCESS >

  • Change Password
  • Administrator Email
  • Additional Login
  • 2Factor Authentication
  • API Keys

2.1.5 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 (SETTINGS) >ACCOUNT > PRIVACY click (?) for more information.

2.1.6 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.

2.1.7 Booking Page Languages

If you want to use a language other than English on your booking page, go to (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.

2.2 Step 2 - Create properties and rooms

You can import properties and rooms or create them manually.

2.2.1 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 here for instructions.

2.2.2 Import from Booking.com

You can import your property from Booking.com to Beds24.

2.2.3 Manual creation

2.2.3.1 Step 1 - Create properties

  • Properties and be added in ' (SETTINGS) > PROPERTIES
  • After you have added a property go to ' (SETTINGS) > PROPERTIES > DESCRIPTION and complete your property information

2.2.3.2 Step 2 - Create rooms

  • To set rooms up go to ' (SETTINGS) > PROPERTIES > ROOMS . A click on EDIT will open a field where you can set the name 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 setup dorms.

  • Go to (SETTINGS) > PROPERTIES > ROOMS > OFFERS 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.

You have the option to sell a room with different prices eg. packages, promotions or discounted conditional prices. Each offer can have its own "Booking Type".

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.

2.2.3.3 Step 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.

2.3 Step 3 - Create prices

Without prices the system can not show availability.

If you have several rooms with a similar pricing structure you can "link" prices with or without offsets to multiple rooms.

Beds24 has two types of prices:

  • Daily Prices (recommended)
  • Fixed Prices

This setup wizard guides you though the setup.

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.

Daily Prices (recommended)

Daily Prices are prices for one date. Daily prices are easy to manage and 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 help page for daily prices.

Fixed Prices

Fixed Prices 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 make them available.

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 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

Please find more information on the help page for Fixed Prices.

Combination of Daily Prices and Fixed Prices

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 adjust the prices for an individual date or date range.

  • You can use Daily Prices to override the Fixed 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

Rules in Fixed Prices have no effect on daily prices.

2.4 Step 4 - Set up payment collection (optional)

You need to connect a payment processor to automatically collect payments in (SETTINGS) > PAYMENTS > PAYMENT COLLECTION. Stripe is our preferred partner which offers the best functionality.

2.5 Step 5 - Set up the Channel Manager (optional)

Set up the channel manager to synchronise your sales channels.

Here some short example videos. For detailed instructions see:

2.6 Step 6 - Enter existing bookings

To avoid double bookings it is advisable to enter the bookings you already have.

  • 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 the channel manager is set up but not activated. The button is available in (SETTINGS) > CHANNEL MANAGER > AIRBNB/BOOKING.COM/EXPEDIA.
  • Other bookings can be uploaded as a .csv file from in (SETTINGS) > PROPERTIES.
  • To manually add or blocked dates click on the suitcase icon in the CALENDAR or on "Add Booking" at the top.
  • 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-up and save the changes. (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).

2.7 Step 7 - Automate messaging and processes

Go to (SETTINGS) > GUEST MANAGEMENT > AUTO ACTIONS to

  • set up messaging templates for automatic and manual sending
  • automatically perform modifications on bookings based on predefined criteria

2.8 Step 8 - Customize and connect the booking engine for commission free direct bookings (optional)

Go to (SETTINGS) BOOKING ENGINE.

You 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.

Booking widgets connect your website to your booking page. There is a choice including booking buttons, booking boxes, booking strips, calendars. Go to (SETTINGS) > BOOKING 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.

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. Your web hosting service should be able to provide information and assist you with this.

Guests who book directly will automatically receive a [:category:Confirmation_Messages|confirmation message]] which you can customise the [ in (SETTINGS) > GUEST MANAGEMENT > CONFIRMATION MESSAGES.

2.9 Step 9 - 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 done while away from the desk. More information about the app.

3 More functions and options

  • Customise the display of the control panel CALENDAR page in (SETTINGS) > ACCOUNT > PREFERENCES.
  • Customise the display of the control panel in (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.
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