Changes

*imported from other channels by the channel synchronisermanager. === Manually add a new booking ===Click on the ADD BOOKING Button on the top right.  [[Image:addbooking.png|300px|link=]][[Media:addbooking.png|view large]] To add a booking for multiple rooms or to check for available rooms click on "Price Check" [[Image:book_multiple.gif|300px|link=]][[Media:book_multiple.gif|click to see a demo]] Add bookings in CALENDAR directly into the room or even the room and the date.  [[Image:addbookingcalendar.png|300px|link=]][[Media:addbookingcalendar.png|view large]] 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 2. Go to SETTINGS -> ACCOUNT -> ACCOUNT ACCESS and allow API access 3. Go to https://api.beds24.com. 4. Click on https://api.beds24.com/getbookings  5. Download a sample file so you have the correct format 6. Open the file in a Excel or similar and dd your existing bookings in exactly the same format into the file 7. Upload the modified .csv file via https://api.beds24.com/putbookingscsv.php  The instructions in https://api.beds24.com/putbookingscsv.php explain the procedure in detail. == Check guests in and check guests out ==If you are using the components "Arrivals", "Departures" and "Current Guests" you can manage the check-in and check-out process from the dashboard and see which guests are currently checked-in. This video explains how to check guests in and how to check guests out: <embedvideo service="youtube">https://youtu.be/skcNhO60858</embedvideo> Also you can always check a guest in by opening the booking and setting the info code "Checkin" in the "Info" tab. == 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.  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: === Info ===The Info tab consists of a customizable summary ("Booking Info Template") of the booking information and a set of info items which can be attached to a booking. Booking Info Templates can contain [[Template_Variables|template variables]]. '''Booking Info Template''' The customizable summary can be created in SETTINGS->ACCOUNT -> PREFERENCES "Booking Info Template" using template variables. If you want to hide the info tab go to SUB ACCOUNT (top right Menu) then click on "Manage Account" and add the phrase '''bookedit-info''' in "Hide menu pages" '''Info Items''' Info items can be attached to a booking. They consist of an "Info Code" and a freetext filed in which you can add additional notes. They are a powerful function which can be used:  *for reporting in [[:category:Reports|custom reports]] to show or hide selected bookings*to trigger [[Auto_Actions|auto actions]] for bookings with certain criteria*to filter bookings*to mark certain bookings with icons [[Image:info.png|600px|link=]][[Media:info.png|view large]] Preset info codes are: CHECKIN (used for check-in / check-out function) CHECKOUT used for check-in / check-out function) DEPOSIT  PAID UNPAID LOCKROOM (this will prevent room changes) LOCKUNIT (this will prevent room changes and unti changes) Example: For example, if you use the code "CHECKEDIN" when guests check in and "CHECKEDOUT" when guests check out, you could create a custom reports to show custom reports by showing booking which include the info code "CHECKEDIN" and excluding those that have the info code "CHECKEDOUT. '''Create your own info codes''' Presets for info codes can be defined in SETTINGS->ACCOUNT -> PREFERENCES "Booking Info Code Presets ". Ideas for commonly used info codes: BREAKFAST CANCELLED_BY_OWNER CANCELLED_BY_OWNER_INVALID_CARD CANCELLED_BY_OWNER_NO_PAYMENT CANCELLED_BY_OWNER_UNIT_NOT_AVAILABLE LOCKSTATE_PIN (for customers using our integration with Lockstate lock system) 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]]. ==== Icons ==== <span class="circle" >Tip</span> ''Enhance display of bookings with icons.''  1. Go to SETTINGS->ACCOUNT -> PREFERENCES and set "Booking Show Icons" = Show. 2. Go to SETTINGS->ACCOUNT -> PREFERENCES and and create "Booking Info Code Values".  Supported are all free solid [https://fontawesome.com/icons?d=gallery&s=solid&m=free Font Awesome icons]. Get the name for the icons you want to use from there and enter I- followed by the icon name : I-money-bill 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. === Summary ===[[Image:Summary.png|600px|link=]][[Media:Summary.png|view large]] The "Slice" function allows to divide a booking into individual bookings with different start and end dates. This functions is useful if for example a guest changes rooms during his stay.  When you want to select a different UNIT, if the symbol ® is next to a unit/room, this indicates there is already a booking in this unit, so you should choose another unit.  Which information you see on this tab is defined by the settings activated in SETTINGS->PROPERTIES->BOOKING QUESTIONS. === Detail==='''Split''' can be used to split a booking for multiple rooms into separate bookings so each can be assigned to an individual room. All split bookings will be linked so they can be easily managed. '''FLAG''' can be used to flag bookings that require special attention. The flag text is displayed with the other booking fields within the control panel and the [FLAG] [[Template Variables|template variable]] can be used to display this text as "hovertext" when the mouse cursor is positioned over the flagged booking in the Calendar view. Flags can also be automatically applied via Auto Action which you can set up in SETTINGS->GUEST MANAGEMENT->AUTO ACTIONS. [[Image:Detail.png|600px|link=]][[Media:Detail.png|view large]]  Which information you see on this tab is defined by the settings activated in SETTINGS->PROPERTIES->BOOKING QUESTIONS. === Charges and Payments ===In the tab ''Charges and Payments'' you can manage guests charges and payments.  Information from your booking page or sent from a channel are automatically entered. For bookings from OTAs you can adjust how the charges and payments are imported in SETTINGS->CHANNEL MANAGER. On this tab you can:  *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 SETTINGS->PROPERTIES->UPSELLING can be automatically selected as charges.**You can create invoice items for items sold on site in SETTINGS->GUEST MANAGEMENT-INVOICE "Invoice Items". *To remove an item click on the ... menu and then choose "Delete".*Under "Pending Payments" you can schedule outstanding payments. Pending payments can be collected manually or automatically. The option to charge automatically is available for customers who use [[Stripe|Stripe]] only.**For '''automatic charging''' set the "pending payment" to "auto" and enter a due date in the future. **Channel collect payments with virtual cards can be set to be automatically collected in the respective channel menu. **A manual charge to a card can be made if the credit card has been sent to Stripe by clicking on the ... menu and then clicking on "charge now". **In SETTINGS->GUEST MANAGEMENT->PAYMENT RULES you can create rules and info codes for pending 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 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 SETTINGS->GUEST MANAGEMENT-INVOICE "Invoice Item Room Description".   [[Image:Charges.png|600px|link=]][[Media:Charges.png|view large]] === Invoice ===In the tab ''INVOICE'' you can generate and print an Invoice. *Customisation for the invoice can be done SETTINGS -> GUEST MANAGEMENT -> INVOICE.  [[Image:Invoice.png|600px|link=]][[Media:Invoice.png|view large]]  You can also manage and create group bookings.*Changes have to be made in each individual booking [[Image:Group-Invoice.png|600px|link=]][[Media:Group-Invoice.png|view large]]  *If a booking required separate invoices (i.e. room charged to a company, extras charged to the guest) you can use the "Invoicee" function in SETTINGS -> GUEST MANAGEMENT -> INVOICEE.  === Mail ===In the tab "Mail" you can send out the standard e-mails you have defined under GUEST MANAGEMENT  [[Image:Mail.png|560px|link=]][[Media:Mail.png|view large]] === Guests=== In the tab "Guests" tab you can see and manage the connection of the booking to the guest database (GUEST in top menu), [[Image:Guest.png|600px|link=]][[Media:Guest.png|view large]]

After clicking on BOOKINGS in *Create Guest from Booking : A guest will be created from the information from the "Summary" tab of the top menue you booking.*Create New Guest: A new guest will see your bookings in a a CALENDAR view or LIST viewbe added to the database. By default you will see all bookings from today*Add Existing Guest: Search the database for an existing guest to add it to the booking.

You can use Note: Updating a guest will not change the selector content to view only certain bookingsthe "Summary" tab of the booking.

'''Add === Prevent Room Changes=== If a new booking''': Click on 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 ADD BOOKING Button on room change with the top rightnext update.

'''Edit a booking''': You can edit a booking If the info codes LOCKROOM or LOCKUNIT manual room changes by clicking on it to open the booking in a popupstaff are not possible.

The envelope icons If you do not see these in the top right of the booking popup let drop down list you send out the standard ecan manually add them in SETTINGS-mails you have defined under SETTINGS >ACCOUNT -> COMMUNICATIONPREFERENCES "Booking Info Code Presets "

'''Content'''*Status*Room*First Night - arrival date *Last Night - departure date*First Name*Last Name*Arrival Time*Email*Telephone*Mobile*Fax*Adults*Children*Address*Price*Rate Description -This is a description of the rate that was quoted for this booking. This is generated by the system and includes the room price and any extras the guest has booked. *Credit Card details of the card used: Card Type, Card Holder, Card Number, Card Expiry, Card CCV*Referrer - Links to your booking page may contain a referer field in the form referer=yourtext Yourtext is displayed here, this allows you to monitor the originating source of your bookings. *Time Entered - date and time the booking was made*IP Address -This is the IP address of the computer used to make the booking. IP addresses can be used to identify the location of the computer and with help from the internet service provider the actual user who make the booking== Logs=== *Language - if you use multiple languages this will show The logs shows all changes which language the booking was have been made in.

*Invoice - Invoice The invoice keeps track of the balance owing === Delete Bookings ===Deleted bookings are permanently removed from the guest. The information from your guests online booking has been added automaticallysystem and can not be restored.

You may enter more charges === 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 payments manuallyset "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.

Enter chargeable items as You can allow guests to cancel bookings themselves. By default the system uses the policy you can set under SETTINGS -> PROPERTIES -> BOOKING RULES. You have the option to override these settings for offers (SETTINGS -> PROPERTIES -> ROOMS->OFFERS) or individual bookings. If you allow cancellations you can send your guests a positive number and payments as a negative numberlink to let them cancel via the system without contacting you. Click Recalculate to update Include the balance and enter template variable [CANCELURL] into your e-mail confirmation message. When guests cancel a booking they will receive a blank new rowsystem notification that the booking was cancelled. If required you can set up an additional Auto Action Email in SETTINGS -> GUEST MANAGEMENT -> AUTO ACTIONS.

=== Bulk Changes=== To remove an item check the remove box and bulk change bookings go to SUB ACCOUNT (top right menu) then click Recalculateon "Manage Account" then "Manage Property" then "Manage Room".There you can:

The balance will *Change the status of bookings.*Move bookings to another room.*To bulk delete bookings the status has to be calculated and displayed for this booking in the booking summarychanged to "Cancelled" first.

The invoice == Template Variables ==[[Template Variables|Template variable]] can also be printed with a message you can specify under SETTINGS -> COMMUNICATION -> INVOICEused to display information from the booking in confirmation messages to guests, auto action Emails, host notifications or invoices.