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[[Category:Guests_and_Bookings]]
Preset info codes are:
CHECKOUT used for check-in / check-out function)
DEPOSIT
PAID| AGODACOLLECT| Agoda hotel collect booking|-
UNPAID| AGODACOMSERVICE| Agoda booking with extra service (parking, breakfast)|-
LOCKROOM (this will prevent room changes)
LOCKUNIT | BOOKINGCOMCARD| invalid card reported to Booking.com|- | BOOKINGCOMFLAG| Booking.com general info flag (this will prevent room changes and unti changesGenius/no credit card)|- | BOOKINGCOMVIRUTALCARD| Booking.com sent a virtual card|- | BOOKINGCOMBANKTRANS| booking paid via bank transfer from Booking.com|- | EXPEDIACOLLECT| Expedia sent a virtual card|- | HOTELCOLLECT| Expedia hotel collect booking|- | VIRTUALCARD| virtual card was sent from the channel|- |CARDTOSTRIPE | card details were sent to Stripe|- |STRIPEPAYMENT| payment imported from Stripe|- |STRIPEFAIL| card could not sent to Stripe|- |CARDEXPIRES| added when the card expires before check-in|- | DEPOSIT| default value from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES|- | PAID| default value from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES|- | UNPAID| default value from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES|- | CLEAN| default value from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES, used with check-in rules|- | DIRTY| default value, from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES, used with check-in rules|- | REPAIR| default value from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES|- | CANCELLED_BY_OWNER| Homeaway XML to report cancellations|- | CANCELLED_BY_OWNER_INVALID_CARD| Homeaway XML to report cancellations|- | CANCELLED_BY_OWNER_NO_PAYMENT| Homeaway XML to report cancellations|- | CANCELLED_BY_OWNER_UNIT_NOT_AVAILABLE| Homeaway XML to report cancellations|- |}
For example, if If you use the code "CHECKEDINCHECKIN" when guests check in and "CHECKEDOUT" when guests check out, you could create a custom reports report to show custom reports by showing booking which include bookings with the info code "CHECKEDIN" and excluding those that have but without the info code "CHECKEDOUTCHECKOUT" effectively showing only guests who have checked in and haven't checked out yet.
<span class="circle" style="color: #f3e504; font-size: 250%;" >Tip{{#fas:lightbulb}} </span> ''Enhance display of bookings with icons.''
[[Category:Customise_Control_Panel]]
[[Category:Daily_Use]]
<div class="heading">Bookings</div> ''This page is about the menu BOOKINGS''
__TOC__
Choose from three different views:
'''Status'''
"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 >ACCOUNT PREFERENCES you can set which status you want to apply to new bookings.
"Black Bookings" are bookings without guest. 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.
== Add Bookings ==
1. Export your bookings into a .csv file
2. Go to {{#fas:cog}} (SETTINGS -> ) ACCOUNT -> ACCOUNT ACCESS and allow API access
3. Go to https://api.beds24.com.
Also you can always check a guest in by opening the booking and setting the info code "Checkin" in the "Info" tab.
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.
== Manage bookings ==
=== Info ===
On the Info tab you can add "Info Codes" and internal notes.
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 {{#fas:cog}} (SETTINGS->) ACCOUNT -> PREFERENCES "Booking Info Template" using template variables.
If you want to hide the info tab go to click on the 'User' icon on the top right and then on 'Account Management (in the old control panel SUB ACCOUNT (in the top right Menu) then click on "Manage Account" and add the phrase '''bookedit-info''' in "Hide menu pages"
'''Info Items'''
[[Media:info.png|view large]]
{| class="wikitable"!colspan="2"|Preset info codes|-|-! scope="col"| Code! scope="col"| Use|- | CHECKIN (used for | check-in / function|- | CHECKOUT| check-out function)|- | LOCKSTATEPIN| Lockstate integration|- | LOCKROOM| prevent manual room changes|- | LOCKUNIT| prevent manual room changes|-
Example:
'''Create your own info codes'''
Presets for info codes can be defined in {{#fas:cog}} (SETTINGS->) ACCOUNT -> PREFERENCES "Booking Info Code Presets ". Ideas for commonly used info codes:
BREAKFAST
==== Icons ====
1. Go to {{#fas:cog}} (SETTINGS->) ACCOUNT -> PREFERENCES and set "Booking Show Icons" = Show.
2. Go to {{#fas:cog}} (SETTINGS->) ACCOUNT -> PREFERENCES and and create "Booking Info Code PresetsValues".
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-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 ===
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 {{#fas:cog}} (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 {{#fas:cog}} (SETTINGS->) GUEST MANAGEMENT->AUTO ACTIONS.
[[Image:Detail.png|600px|link=]]
Which information you see on this tab is defined by the settings activated in {{#fas:cog}} (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 {{#fas:cog}} (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 {{#fas:cog}} (SETTINGS->PROPERTIES-) BOOKING ENGINE >UPSELLING 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".
*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.
**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 {{#fas:cog}} (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 {{#fas:cog}} (SETTINGS-) GUEST MANAGEMEN >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".
In the tab ''INVOICE'' you can generate and print an Invoice.
*Customisation for the invoice can be done {{#fas:cog}} (SETTINGS -> ) GUEST MANAGEMENT -> INVOICE.
[[Image:Invoice.png|600px|link=]]
*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 {{#fas:cog}} (SETTINGS -> ) GUEST MANAGEMENT -> INVOICEE.
=== Mail ===
In the tab "Mail" you can send out the standard e-mails you have defined under {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT
[[Image:Mail.png|560px|link=]]
[[Media:Mail.png|view large]]
=== Messages ===
If the booking is from a channel which makes messages available you can view and reply to messages from guests in the Messages tab.
=== Guests===
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 "
=== Logs===
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.
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.
=== Bulk Changes===
To bulk change bookings go to click on the 'User' icon on the top right and then on 'Account Management (in the old control panel SUB ACCOUNT (in the top right menu) then click on "Manage Account" then "Manage Property" then "Manage Room". There you can:
*Change the status of bookings.
== Template Variables ==
[[Template Variables|Template variable]] can be used to display information from the booking in confirmation messages to guests, auto action Emails, host notifications or invoices.
== Register Guests ==
Our partner Chekin.io automate the guest identification and legal obligations. For more information please see [https://wiki.beds24.com/index.php/CheKin.io here]
