Manage agreements and settlements of owners

Owner module

Once you have added a new owner's data into BEX PMS, you can link it to an object and create an owner agreement via the Setup module.

Create new owners

When an object is sold, the new owner must be linked to the object via an owner's agreement. This is necessary to apply the agreement made between you and the owner, i.e. to be able to create invoices and pay settlements through the PMS.

Linking an owner to an object and creating a new agreement

Import invoices for owners

About the various types of commission agreements

Commission agreements

When you rent out a property for an owner, you will want to receive a commission on the rent. For this purpose you create a commission agreement in BEX PMS.

Settlement methods

Settlement dates

In a commission agreement, you determine the percentage you charge over the rent of each reservation, before paying out the rest to the owner through rent settlements. In addition, you determine the VAT calculation method over this commission.

Setting commission percentages for owners

Fixed return

Fixed commission amount per night of a reservation

Fixed rate per night depending on length of stay

Within a pool, owners share the revenue by means of a point system. The commission agreement for a pool determines how many points are earned and how settlements and commission percentages are handled.

Commission agreement for pool system

Pools work by awarding points for booked days. For each pool, you can decide whether to deduct points for blocked periods or reservations made by the owner themselves.

Pool points and budget for own use and blocked periods

When creating the pool itself, there are limited settings available regarding the handling of owner reservations and cost items. Other pool system settings are determined in the pool commission agreement.

Creating a pool

Determine the permissions of owners in the owner portal

Owner profiles

Owner profiles are a predetermined set of permissions and periodic costs that can be assigned to an owner when creating an agreement for an object. This allows you to simplify owner management for your employees, and reduces mistakes that result in agreements with the wrong access rights or charges.

Creating and editing owner profiles

The 'Availability' permission allows an owner to access the availability agenda. If this permission is granted in the owner profile, it will also become possible to assign the permission 'Edit agenda periods'.

Owner permissions: Availability and Edit agenda periods

The owner permission 'Bookings' allows an owner to view the list of reservations. There are several additional permissions that become available once viewing reservations is allowed.

Owner permission: Bookings and additional permissions

The owner permissions 'Booker data' and 'Guest details' allow an owner to view personal data of the main booker and the other guests respectively.

Owner permissions: Booker data and Guest details

Allows the owner to see the total amount of rent paid by the guest, including the cost items that are marked 'counts as rent'. Once you select this permission, other options become available that allow the owner to also view their own rent settlements, and the explanation of the rent settlement calculation

Owner permissions: Rent amount, rent settlements, and show calculation

The owner permission 'Object details' allows an owner to view the details of their own objects. These details include the published photos, the minimum number of nights, maximum number of guests, and description.

Owner permission: Object details

The owner permission 'Reviews' allows the owner to see the reviews guests have made after their stay. As such, owners can see their guests opinions of their property, easily accessible in the owner's portal.

Owner permission: Reviews

The owner permission 'Make reservations' allows owners to book a stay at their own object, for their own use. There are several additional permissions that become available once making reservations is allowed.

Owner permissions: Make reservations and additional actions

The permission 'Create pricing change requests' will allow an owner to view the price list for their object, and to request a change in these prices.

Owner permission: Create pricing change requests

The owner permission 'Promote the accommodation' will provide the owner with their own, unique reservation link. This link will be available to them in the owner portal, and is meant to be shared with others.

Owner permission: Promote the accommodation

This owner permission is the only part of the owner profile that, when activated, requires the owner to take action for every guest reservation on their object.  

Owner permission: Check the bookings

Settling costs with owners

Discount on owner's stay

Owner management

The owner page is the detail page for a specific owner in your reservation system. Here you will find an overview of all things related to this owner, divided into dashboard blocks per subject.

Owner page

On the owner page, the ‘Objects’ block shows information about this owner's properties, as well as the associated agreements.

Objects and agreements in the owner page

You may need to link a new owner to an object when it is sold. This can happen at any time and thus also involves ongoing invoices. The steps of how to handle the change of an owner are listed below.

Changing the owner of an object

Create a reservation on an owner's behalf for their own object.

Making a reservation on behalf of an owner

The ‘Access to owner portal’ block of an owner page in the PMS shows all persons linked to the owner with their own email address.

Linked contacts in owner page

You can take over an owner's role to see exactly what the owner portal, their personal page, looks like. If an owner has any questions, you can easily take a look yourself.

Taking over an owner's role

View invoices per owner

Fellow guests of owner

Reception messages allow you to send an email to owners. You can, for example, notify owners that a settlement will be paid later than usual, inform them about calamities in the park or send an agreement.

Send reception messages to owners

An owner label can quickly highlight characteristics or preferences of an owner. This allows you to easily store special information about your various owners.

Owner labels

When an owner wants to rent out their object, they can use their unique promotional link. The PMS recognizes the link when a reservation is made and books it to the 'Via owners' channel.

Promotional link for owners

Documents related to an owner can be uploaded to the owner page so they are always at hand. You can then also share them with the owner by making them visible in the owner portal.

Upload documents to an owner page

Privacy - Right to insight and oblivion for owners

You can export address labels in a format suitable for a label printer. This can be done individually, or for multiple owners at the same time.

Print address label for owner

Owner invoicing

Create one-off invoice for owner

If you want to settle utility costs with the owner, you can charge them in advance by creating a periodic cost item for a utility advance and adding it to the owner agreement. This will then be shown as an expected utility advance invoice.

Invoicing owners for a utility advance

Owners and direct debit

Owners and setting up direct debit

Owners and the automatic collection of a payment

Periodic costs

Expected settlements of meter readings

About what should be paid out to the owner

Settlements

Pool settlements

Action concept invoice

Processing expected settlements

Action ignore up-to-date notifications

Making a settlement

Action create concept correction invoice

Action copy

Action recalculate

Action delete

Actions settlement

Settlements overview

Settlements in France

If an invoice has already been sent for a settlement, but it later turns out that this settlement is incorrect, you can send a correction invoice for the same invoicing period.

Correcting a settlement

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www.bookingexperts.com

Developer Portal

Updates

Onboarding

What you need to know before starting the onboarding process

Before you start

Welcome to Booking Experts! Here you can find an overview of what happens next and how to start with your BEX PMS.

Starting with Booking Experts

Log in to your Booking Experts account in one of the following ways: with an email address and password with MFA, or via SSO through a Google or Microsoft account.

Log in to BEX PMS or CMS

The user role connected to your account determines how you interact with BEX PMS. You can be an employee working for a single or multi-park organization, an owner who rents out their accommodation, an executor or contractor who performs maintenance or provides services, or even a travel agency booking holidays for your clients. For BEX CMS, there is only one user role.

User roles within BEX PMS and CMS

The light green upper part of the menubar focuses on options regarding the account details, updates of Booking Experts, or reception messages.

Menubar in the BEX PMS

Every employee who uses the Booking Experts system has their own profile within the software. This is setup during onboarding or when a new colleague needs to be introduced to the system.

Adjusting your profile

Tools to help you in the onboarding process

Checklist and Academy

About the safety of your and your guests' data

Privacy and security

Modules

About data transferable from other systems

Importing data

Organization and administration settings

All organizations with multiple administrations have an Organization overview. In this overview, as an organization manager, you have insight into the bundled data of all administrations.

Overview for organizations with multiple administrations

What you need to know about setting up accounts for your employees

Employee settings

Brand and appearance

Central management of terms and conditions

Terms & Conditions

Domains

Setting up objects

Amenities

Individual objects and the types they belong to

Types and objects

Media content

Set up your pricing and business finances

Prices and finances

Important financial settings

Rental prices for various types and periods of time

Price lists

Add cost items for add-ons and separate fees

Costs

Setting up CMS

Switching between BEX PMS and BEX CMS

As a park manager, you can create CMS accounts for employees and manage their rights.

Access rights for CMS users

Tools

Site settings

Website pages

How reservations are made through your website

Search & Book

Brand appearance

Email campaigns

Offering holiday homes for sale on your website 

Sales module

If you are using both ParcVu and BEX CMS with the sales module, you can connect the two to easily generate prospects out of interested website visitors. Set up a form on your CMS website to ask for the details needed to create a prospect in ParcVu.

Connect to ParcVu using a form

All day-to-day actions necessary at your reception

Daily use of PMS

Dashboard

Getting started with the reservations module and reception messages

Reservations and messages

BEX PMS

Planboard

Select an available date range directly at the correct object by clicking and dragging, or first create a shortlist of objects using the filters at the top of your planboard.

Making a new reservation via Planboard

The planboard settings are accessible through the 'Settings' button in the top right of the planboard screen, next to your account name.

Planboard settings

The planboard legend is accessible through the 'Legend' button in the top right of the planboard screen, in between 'Hotkeys' and 'Settings'.

Planboard legend: what it all means

The planboard filters can be used to find certain reservations, or to narrow down the availability for a new reservation.

Available filters for the Planboard

Convenient keyboard shortcuts that may make your work easier.

Hotkeys for Planboard

Click on the relevant reservation in the planboard, and the detail view will open on the right. At the bottom of this view, under 'actions', you'll see today's date and time and the button to either check in or check out this reservation.

Checking guests in and out via the Planboard

Using the PMS planboard, you can easily move a reservation to a different object, or make two reservations switch places.

Move or swap a reservation in the Planboard

A cluster is a combination of multiple objects, which are treated as a single object in the Planboard.

Cluster reservation in the Planboard

Planboard - Date selection

Planboard - Order of objects

Planboard - Switching between administrations

Planboard - View reservation

Planboard - Search function

Planboard - Opening and closing

Planboard - Display mode, colours and symbols

Settings that apply to your entire organization

Organization settings

A label alerts the user to important matters concerning the various modules and data within the PMS. For example, you could give the label 'loyal guest' to guests who have stayed for the fourth time, or the label 'renovated' to objects that have been refurbished. You can create these labels yourself and give them a desired colour and emoji.

Purpose of labels

Special periods are used in Statistics, Price lists and in the Search and Book. Examples of special periods are public holidays, local events or holiday periods.

Special periods

Creating and editing Special periods

It is possible to make predefined holidays and bank holidays visible on your website, so guests can click on them or more easily search for availability, for example, during the Christmas period. 

Set holidays as selectable on your website

Employees

Manage the amenities of your types, objects and administrations