Category:Bookings: Difference between revisions

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  This page is about the menu BOOKINGS
  This page is about the menu BOOKINGS
__TOC__
__TOC__
Choose from three different views:
 
==General==
Bookings have a "status" which can be manually changed or changed via an Auto Action.
 
*"New" are bookings which have not been opened to view. Once you open them and save or update them the status will change to "Confirmed".  In {{#fas:cog}} (SETTINGS) PROPERTIES > BOOKING RULES > BOOKING STATUS you can set which status you want to apply to new bookings.
*"Confirmed"
*"Request"
*""Inquiry" bookings do not block the room.
*"Cancelled"
*"Black"  bookings are bookings without guests. They can be used to close a room. Black bookings are not considered in reports.
 
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:
*Grid with drag-and-drop function to quickly change rooms
*Grid with drag-and-drop function to quickly change rooms
<embedvideo service="youtube">https://youtu.be/Ohhx1ZfPxNw</embedvideo>
*Sortable list
*Sortable list


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[[Media:BOOKINGS.png|view large]]
[[Media:BOOKINGS.png|view large]]


*Calendar view  
*Calendar view
*Guests
*Pending payments


'''Status'''
=== Group bookings===
In the calendar group bookings are marked with a {{#fas:circle}}  icon. For the master booking, the circle is filled.


"New" are bookings which have not been opened to view. Once you open them and save or update them the status will change to "Confirmed".  In {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES you can set which status you want to apply to new bookings.
More information on [[Group_Bookings|how to manage group bookings]].


"Black Bookings" are bookings without guest. They can be used to close a room. Black bookings are not considered in reports.
<embedvideo service="youtube">https://youtu.be/RrJcMyyr7s8</embedvideo>
 
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.


== 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>


=== Upload existing bookings ===
Bookings can be  uploaded as a .csv file through our API 


1. Export your bookings into a .csv file
<embedvideo service="youtube">https://youtu.be/-baTic4zHpI</embedvideo>
 
=== Import existing bookings when you are starting===
*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.
 
*Other bookings can be uploaded as a .csv file from  in {{#fas:cog}} (SETTINGS) PROPERTIES.
 
== Room Assignment==
By default the system automatically assigns a room to each booking.


2. Go to {{#fas:cog}} (SETTINGS) ACCOUNT  > ACCOUNT ACCESS and allow API access
If you generally want to assign rooms manually you can change the setting for "Booking Allocation" in {{#fas:cog}} (SETTINGS) PROPERTIES > ROOMS > SETUP.


3. Go to https://api.beds24.com.
If you want to rearrange your room assignment you can move the booking


4. Click on  https://api.beds24.com/getbookings
<embedvideo service="youtube">https://youtu.be/LvhP9aTvzuQ</embedvideo>


5. Download a sample file so you have the correct format
<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.


6. Open the file in a Excel or similar and dd your existing bookings in exactly the same format into the file
=== 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 of the booking to prevent the channel to override the room change with the next update.


7. Upload the modified .csv file via  https://api.beds24.com/putbookingscsv.php
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.  


The instructions in https://api.beds24.com/putbookingscsv.php explain the procedure in detail.
If the info codes LOCKROOM or LOCKUNIT manual room changes by staff are not possible.
 
If you do not see these in the the drop down list you can manually add them in {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES "Booking Info Code Presets "


== Check guests in and check guests out ==
== Check guests in and check guests out ==
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In {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES "Check-in Rules" you can limit the check-in function for the Dashboard modules.  
In {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES "Check-in Rules" you can limit the check-in function for the Dashboard modules.  


If you use our integration with [[Remotelock.com|Remotelocks]] guests will be auto checked in when they first open a lock.
If you use our integrations with [[Nuki,io|Nuki]] or [[Remotelock.com|Remotelocks]] guests will be auto checked in when they first open a lock. For more information on self-check-in please see [[:category:Self-Check-in|here]].


== Manage bookings ==
== Manage bookings ==


After clicking on '''BOOKINGS''' in the top menu you will see your bookings in a  a CALENDAR view or LIST view. By default you will see all bookings from today.  You can use the selector to view only certain bookings.  
After clicking on '''BOOKINGS''' in the top menu you will see your bookings in a CALENDAR view or LIST view. By default you will see all bookings from today.  You can use the selector to view only certain bookings.  


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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| CHECKIN
| CHECKIN
| check-out function
| check-in function
|-
|-


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| Lockstate integration
| Lockstate integration
|-
|-
| NUKIPIN
| Nuki integration
|-




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| CANCELLED_BY_OWNER_NO_PAYMENT
| CANCELLED_BY_OWNER_NO_PAYMENT
| Homeaway XML
| Homeaway XML to report cancellations
|-
|-


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After you have created an info code will be able to manually add it from the list of presets in the booking or automatically add them via  [[Auto_Actions|auto actions]].
After you have created an info code will be able to manually add it from the list of presets in the booking or automatically add them via  [[Auto_Actions|auto actions]].
====Bedding ====
You can set up Info Codes with bedding information.
'''Step 1''': Go to {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES and add Info Codes for the bed types you have the Info Codes have to start with BED_ Examples:
BED_DOUBLE
BED_TWIN
BED_SINGLE
'''Step 2''': Add the applicable Info Code on the "Info" tab of the booking.
'''Step 3''': Go to the DASHBOARD and add the "Bedding" Column to the modules in which you need this information.
'''Step 4''': If you require a report you can generate a  "Group Arrivals" report


==== Icons ====  
==== Icons ====  
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I-bell
I-bell
TRANSFER  I-money-bill
CHECKIN I-bell


After you have created an info code will be able to manually add it from the list of presets in the booking or automatically add them via  [[Auto_Actions|auto actions]]. If you add a text with it will show when you hover on the icon.
After you have created an info code will be able to manually add it from the list of presets in the booking or automatically add them via  [[Auto_Actions|auto actions]]. If you add a text with it will show when you hover on the icon.
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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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After the payment was collected you will see a status information on the "Info" tab. Successful collections will be moved from "Pending Payments" to "Payments".  
After the payment was collected you will see a status information on the "Info" tab. Successful collections will be moved from "Pending Payments" to "Payments".  


The "Status" field can be used to specify the type of an item. Examples are payment methods or categorizing items for reporting. You can preset your status values in {{#fas:cog}} (SETTINGS) GUEST MANAGEMEN > -INVOICE "Invoice Items".  
The "Status" field can be used to specify the type of an item. Examples are payment methods or categorizing items for reporting. You can preset your status values in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICE "Invoice Items".
 
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.


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 SETTINGS->GUEST MANAGEMENT-> INVOICE "Invoice Item Room Description".




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*Add Existing Guest: Search the database for an existing guest to add it to the booking.
*Add Existing Guest: Search the database for an existing guest to add it to the booking.


  Note: Updating a guest will not change the content to the "Summary" tab of the booking.
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Updating a guest will not change the content to the "Summary" tab of the booking.


=== Prevent Room Changes===  
=== Logs===  
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.
The logs shows changes which have been made to the booking.  


If the info codes LOCKROOM or LOCKUNIT manual room changes by staff are not possible.
Logs are available until one month after check-out.  
 
If you do not see these in the the drop down list you can manually add them in {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES "Booking Info Code Presets "
 
=== Logs===
The logs shows all changes which have been made.  


[[Image:Logs.png|600px|link=]]
[[Image:Logs.png|600px|link=]]
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=== Delete Bookings ===
=== Delete Bookings ===
Deleted bookings are permanently removed from the system and can not be restored.   
Deleted bookings are permanently removed from the system and can not be restored.   
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}}  </span> If you have a booking with a locked invoice you will not be able to delete the booking.


=== Cancellations ===
=== Cancellations ===
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 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 ===
To search for a booking, use the SEARCH box on the top of any page.
[[Image:Searchbox.jpg|500px|link=]]
[[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.


== Template Variables ==
== Template Variables ==
Retrieved from "https://wiki.beds24.com/index.php/Category:Bookings"