Getting started with the Contacts module

The contacts module is a default BEX PMS module that stores contact information for each of your administration's bookers, owners, and channel contacts. All these contacts are or have been relevant in a reservation, invoice, or agreement.

All contact information in one place

In the contacts module, the different kinds of contacts are listed in their own tabs.
Use the tabs and the search bar to quickly find the contact you need by their name, email address, company name, address, phone number, or even their VAT number.

  • Select one or more contacts to add a label.
    Read more: Guest labels

An administration’s contacts module only lists the information of those who have been relevant in a reservation, invoice, or agreement of that same administration.

The organization overview offers the same information on the organizational level.

Overview for organization managers

BEX PMS users with organization manager rights can click the button 'View organization overview': this overview of the contacts module encompasses the contacts of the whole organization.

  • The organization view also contains a shortcut to labels, where the various contact labels (guest or owner labels) can be managed.

Booker contacts

A booker contact is created as soon as a new reservation is confirmed for a booker who has not stayed with you before.
For more information on functionalities for booker contacts: Booker contact management

  • The booker profile as viewed from the contacts module cannot be edited.

  • The booker profile updates itself when this guest books another stay using the same email address but differing contact information.

  • Changing this data within BEX PMS is still possible by opening this booker’s reservation and editing the booker details there.

Contacts for group bookings

Only the actual booker of a group booking will be added or automatically updated as a contact.

  • Within the guest list of a reservation that is part of a group booking, you can change who is the main guest for that particular reservation. Searching within reservations by the name of this main guest will also lead you to the group booking.

Owner contacts

Contacts for owners are created when manually adding a new owner.

  • The owner contact page as viewed from the contacts module also contains information about owner reservations and owner portal access.

  • The profile of an owner contact can be fully edited. These changes are then applied to owner agreements, invoices, and communications.

Adding an owner who is already in the system at another park
When adding an owner that is new to your administration, but is already known at another park within your organization, you do not actually create a new contact; instead, you connect the contact that already existed within the organization.

  • The 'Suggestions' column when adding a new owner also contains contacts from outside your own administration.

Channel contacts

Contacts for channels are usually manually added to channel settings. Contact information for channels can also be automatically added when the channel itself is created during setup of an integration app from the BEX App Store.

  • The profile of a channel contact can be fully edited. These changes are then applied to channel invoices.

  • When adding contact information to a channel, is is also possible to connect a known channel contact from the suggestions list. This suggestions list also contains channel contacts already in use elsewhere in the organization.