Difference between revisions of "Category:Bookings"

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[[Category:Guests_and_Bookings]]
 
 
[[Category:Customise_Control_Panel]]
 
[[Category:Customise_Control_Panel]]
 
[[Category:Daily_Use]]
 
[[Category:Daily_Use]]
  ''This page is about the menu BOOKINGS''
+
<div class="heading">Bookings</div>
 +
  This page is about the menu BOOKINGS
 
__TOC__
 
__TOC__
 
Choose from three different views:
 
Choose from three different views:
 
*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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'''Status'''
 
'''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 SETTINGS->ACCOUNT PREFERENCES you can set which status you want to apply to new bookings.
+
"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.
  
 
"Black Bookings" are bookings without guest. They can be used to close a room. Black bookings are not considered in reports.
 
"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 ==
 
== Add Bookings ==
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*manually by yourself.
 
*manually by yourself.
 
*imported from other channels by the channel manager.
 
*imported from other channels by the channel manager.
 
  
 
=== Manually add a new booking ===
 
=== Manually add a new booking ===
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1. Export your bookings into a .csv file
 
1. Export your bookings into a .csv file
  
2. Go to SETTINGS -> ACCOUNT  -> ACCOUNT ACCESS and allow API access
+
2. Go to {{#fas:cog}} (SETTINGSACCOUNT  > ACCOUNT ACCESS and allow API access
  
 
3. Go to  https://api.beds24.com.
 
3. Go to  https://api.beds24.com.
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The instructions in  https://api.beds24.com/putbookingscsv.php explain the procedure in detail.
 
The instructions in  https://api.beds24.com/putbookingscsv.php explain the procedure in detail.
 +
 +
== Room Assignment==
 +
By default the system automatically assigns a room to each booking.
 +
 +
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.
 +
 +
<embedvideo service="youtube">https://youtu.be/Ohhx1ZfPxNw</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.
 +
 +
=== 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 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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Also you can always check a guest in by opening the booking and setting the info code "Checkin" in the "Info" tab.
 
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 ==
 
== Manage bookings ==
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=== Info ===
 
=== 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 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) 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=]]
 
[[Image:info.png|600px|link=]]
 
[[Media:info.png|view large]]
 
[[Media:info.png|view large]]
  
The Info tab consists of a customizable summary of the booking information and a set of info items which can be attached to a booking.
 
  
The customizable summary can be created in SETTINGS->ACCOUNT -> PREFERENCES "Booking Info Template" using template variables
+
{| class="wikitable"
 +
!colspan="2"|Preset info codes
 +
|-
 +
|-
 +
! scope="col"| Code
 +
! scope="col"| Use
 +
|-
 +
 
 +
 
 +
| CHECKIN
 +
| check-in function
 +
|-
 +
 
 +
 
 +
| CHECKOUT
 +
| check-out function
 +
|-
 +
 
 +
 
 +
| LOCKSTATEPIN
 +
| Lockstate integration
 +
|-
 +
 
 +
 
 +
| NUKIPIN
 +
| Nuki integration
 +
|-
 +
 
 +
 
 +
 
 +
 
 +
| LOCKROOM
 +
| prevent manual room changes
 +
|-
 +
 
 +
| LOCKUNIT
 +
| prevent manual room changes
 +
|-
 +
 
 +
 
 +
 
 +
 
 +
 
 +
| AGODACOLLECT
 +
| Agoda hotel collect booking
 +
|-
 +
 
 +
| AGODACOMSERVICE
 +
| Agoda booking with extra service (parking, breakfast)
 +
|-
 +
 
 +
 
 +
 
 +
 
 +
| BOOKINGCOMCARD
 +
| invalid card reported to Booking.com
 +
|-
 +
 
 +
 
 +
| BOOKINGCOMFLAG
 +
| Booking.com general info flag (Genius/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
 +
|-
  
Info codes can be added from the preset list. You can add manual notes.
+
| PAID
 +
| default value  from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES
 +
|-
  
The info code can be used in [[:category:Reports|custom reports]]  to show or hide selected bookings and also in Auto Actions.
+
| UNPAID
 +
| default value  from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES
 +
|-
  
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.
 
  
You can also use [[Template_Variables|template variables]].
+
| CLEAN
 +
| default value  from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES, used with check-in rules
 +
|-
  
Preset info codes can be defined in SETTINGS->ACCOUNT -> PREFERENCES "Booking Info Code Presets "
+
| DIRTY
 +
| default value, from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES, used with check-in rules
 +
|-
  
'''Ideas for commonly used info codes'''
+
| REPAIR
 +
| default value  from {{#fas:cog}} (SETTINGS) ACCOUNT > PREFERENCES
 +
|-
  
LOCKROOM  (this will prevent room changes)
 
  
LOCKUNIT (this will prevent room changes and unti changes)
+
 
 +
| 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
 +
|-
 +
 
 +
 
 +
|}
 +
 
 +
 
 +
Example:
 +
 
 +
If you use the code "CHECKIN" when guests check in and "CHECKEDOUT" when guests check out, you could create a custom report to show bookings with the info code "CHECKEDIN" but without the info code "CHECKOUT" effectively showing only guests who have checked in and haven't checked out yet.
 +
 
 +
'''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
 
BREAKFAST
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LOCKSTATE_PIN (for customers using our integration with Lockstate lock system)
 
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]].
 +
 +
====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 ====
 +
<span class="" style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Enhance display of bookings with 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 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
  
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"
+
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.
  
 
=== Summary ===
 
=== Summary ===
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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.  
 
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.
+
Which information you see on this tab is defined by the settings activated in {{#fas:cog}} (SETTINGS) PROPERTIES > BOOKING QUESTIONS.
  
 
=== Detail===
 
=== 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.
 
'''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.
+
'''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=]]
 
[[Image:Detail.png|600px|link=]]
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Which information you see on this tab is defined by the settings activated in SETTINGS->PROPERTIES->BOOKING QUESTIONS.
+
Which information you see on this tab is defined by the settings activated in {{#fas:cog}} (SETTINGS) PROPERTIES > BOOKING QUESTIONS.
  
 
=== Charges and Payments ===
 
=== Charges and Payments ===
In the tab ''Charges and Payments'' you may enter more charges and payments manually.
+
In the tab ''Charges and Payments'' you can manage guests charges and payments.  
  
*Enter chargeable items or and payments. Click Recalculate to update the balance and enter a blank new row.
+
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) 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.
 +
**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 {{#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 > -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".  
  
*To remove an item check the remove box and click Recalculate.
 
  
*The balance will be calculated and displayed for this booking in the booking summary.
 
 
[[Image:Charges.png|600px|link=]]
 
[[Image:Charges.png|600px|link=]]
 
[[Media:Charges.png|view large]]
 
[[Media:Charges.png|view large]]
  
 
=== Invoice ===
 
=== Invoice ===
In the tab ''INVOICE'' you print an Invoice
+
In the tab ''INVOICE'' you can generate and print an Invoice.
  
*The invoice can also be printed with a message you can specify under SETTINGS -> GUEST MANAGEMENT -> INVOICE
+
*Customisation for the invoice can be done {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > INVOICE.
  
 
[[Image:Invoice.png|600px|link=]]
 
[[Image:Invoice.png|600px|link=]]
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[[Image:Group-Invoice.png|600px|link=]]
 
[[Image:Group-Invoice.png|600px|link=]]
 
[[Media:Group-Invoice.png|view large]]
 
[[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 {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICEE.
  
 
=== Mail ===
 
=== Mail ===
In the tab "Mail" you can send out the standard e-mails you have defined under GUEST MANAGEMENT  
+
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=]]
 
[[Image:Mail.png|560px|link=]]
 
[[Media:Mail.png|view large]]
 
[[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===  
 
=== Guests===  
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  Note: Updating a guest will not change the content to the "Summary" tab of the booking.
 
  Note: Updating a guest will not change the content to the "Summary" tab of the booking.
 
=== 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 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 SETTINGS->ACCOUNT -> PREFERENCES "Booking Info Code Presets "
 
  
 
=== Logs===  
 
=== Logs===  
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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 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 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 SETTINGS -> PROPERTIES -> BOOKING RULES. You have the option to override these settings for 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 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) 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===  
 
=== Bulk Changes===  
To bulk change bookings go to  SUB ACCOUNT (top right menu) then click on  "Manage Account" then  "Manage Property" then "Manage Room". There you can:
+
To bulk change bookings 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) then click on  "Manage Account" then  "Manage Property" then "Manage Room". There you can:
  
 
*Change the status of bookings.
 
*Change the status of bookings.
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== Template Variables ==
 
== 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.
 
[[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]

Revision as of 10:49, 19 October 2020

Bookings
This page is about the menu BOOKINGS

Choose from three different views:

  • Grid with drag-and-drop function to quickly change rooms
  • Sortable list

700px view large

  • Calendar view

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 > 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

Bookings are entered into the system by the following methods:

  • online by your guest using the availability calendars, booking buttons and booking page.
  • manually by yourself.
  • imported from other channels by the channel manager.

Manually add a new booking

Click on the ADD BOOKING Button on the top right.

300px view large

To add a booking for multiple rooms or to check for available rooms click on "Price Check"

300px click to see a demo

Add bookings in CALENDAR directly into the room or even the room and the date.

300px view large

If you want to manually add a booking for a guest who previously stayed use the "Search" field in the booking.

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 {{#fas:cog}} (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.

Room Assignment

By default the system automatically assigns a room to each booking.

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.

{{#fas:lightbulb}} 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

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 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

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:

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 Remotelocks guests will be auto checked in when they first open a lock.

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

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.

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 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) 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 custom reports to show or hide selected bookings
  • to trigger auto actions for bookings with certain criteria
  • to filter bookings
  • to mark certain bookings with icons

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Preset info codes
Code Use
CHECKIN check-in function
CHECKOUT check-out function
LOCKSTATEPIN Lockstate integration
NUKIPIN Nuki integration
LOCKROOM prevent manual room changes
LOCKUNIT prevent manual room changes
AGODACOLLECT Agoda hotel collect booking
AGODACOMSERVICE Agoda booking with extra service (parking, breakfast)
BOOKINGCOMCARD invalid card reported to Booking.com
BOOKINGCOMFLAG Booking.com general info flag (Genius/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


Example:

If you use the code "CHECKIN" when guests check in and "CHECKEDOUT" when guests check out, you could create a custom report to show bookings with the info code "CHECKEDIN" but without the info code "CHECKOUT" effectively showing only guests who have checked in and haven't checked out yet.

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

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.

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

{{#fas:lightbulb}} Enhance display of bookings with 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 Values".

Supported are all free solid 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

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. If you add a text with it will show when you hover on the icon.

Summary

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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 {{#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 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.

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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) 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 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 {{#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 > -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".


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Invoice

In the tab INVOICE you can generate and print an Invoice.

  • Customisation for the invoice can be done {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > INVOICE.

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You can also manage and create group bookings.

  • Changes have to be made in each individual booking

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  • 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

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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

In the tab "Guests" tab you can see and manage the connection of the booking to the guest database (GUEST in top menu),

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You have the option to add guests to the booking or remove guests. Guests can also be deleted if they are not connected to another bookings.

  • Create Guest from Booking : A guest will be created from the information from the "Summary" tab of the booking.
  • Create New Guest: A new guest will be added to the database.
  • 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.

Logs

The logs shows all changes which have been made.

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Delete Bookings

Deleted bookings are permanently removed from the system and can not be restored.

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.

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 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) then click on "Manage Account" then "Manage Property" then "Manage Room". There you can:

  • Change the status of bookings.
  • Move bookings to another room.
  • To bulk delete bookings the status has to be changed to "Cancelled" first.

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 here

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