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

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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 virtual object. Via the planboard, you can see whether any reservations have been placed on a cluster.

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

Brands

Manage your booking portal and customer portal

Portal settings

Settings that apply within an administration

Administration settings

In the administration settings, you can make various choices that determine how your guests enter their personal data and those of their travel companions for a reservation.

Administration settings for guests

Description of the park and its surroundings

Exclude postcodes

Period groups

Reservation settings

Manage channels through which reservations are made

Channel management

General invoicing and accounting settings

Financial settings

Everything about communicating with guests and owners

Communication

Translations

About types, objects, availability and meter readings

Setup

Whether or not a late checkout is allowed, is determined in the settings of the booked type. 

How to set up and recognize a late check-out

How do you indicate whether or not pets are allowed? This is done per object, in the object setup. In the type settings, you can set how many pets guests are allowed to bring, but this only applies if the booked object allows pets.

Pets allowed/not allowed

In the BEX PMS, you can add media to your types and objects so that guests can get a good impression of the kind of accommodation they are booking.

Add media to types and objects

How to make exports of your types, objects, or object setups.

Export of objects/types

In auto emails and templates, you can add useful information about an object or type that is predefined in the object or type settings.

Attachment text for emails objects/types

If you have a map, you can use it to let the guest choose an object on the map during the reservation process. This allows guests to choose the spot that best suits their personal wishes. This article explains more about creating, setting up and booking on a map.

Booking on the map

Types

Objects

Arrival and departure schemes

Marking types and/or objects as not-available

Blocked periods

About tracking and charging for meter readings

Meter readings module

All about cost items, price lists, deposits and discounts

Pricing

Charge, claim, and refund security deposits

Security deposits

Cost items for anything that is not included in the rent price

Discounts

Packages

Bundle extras that are available independent of stay

Bundles

Finance

If you are a park working with owners, you need to file a DAC7 report. The BEX PMS can provide the necessary data. Read this article to find out which data is required and some of the common error messages concerning the data.

DAC7: What is it and which data is required?

Creating and checking a DAC7 report

To submit a DAC7 report to the Dutch Tax Administration, you likely use Digipoort. Our DAC7 Digipoort Connector app allows you to upload a DAC7 report directly from your PMS to Digipoort, the Tax Administration’s electronic post office.

Submitting a DAC7 report via Digipoort

Invoice management

Payment policies, bulk payments, payment methods, and more

Payments

About VAT, profit and loss, and ledger accounts

Accounting

Reservation management

View channel reservations

Overview nights stayed and tourist tax declaration

Within the reservations index page you can create a list for export using any of the tabs and filter options. Creating exports of reservations may help you anticipate your guest's needs.

Exporting reservations

Create an export file that lists which reservations have cancellation insurance.

Export for cancellation insurance

Open a booker contact page by clicking the name of a booker from the Contacts module. Here, collected personal, reservation, and invoice data for this contact is shown.