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

In Administration settings, on the Bookings tab, you can set the general settings for reservations. This includes the minimum number of nights, default country, check-in and check-out times, how the Planboard optimizes bookings and for how long an option is valid. You can also enable the license plate module here.

Administration settings for bookings

Question after reserveration

Set check-in and check-out times

Manage channels through which reservations are made

Channel management

Channels create insight into how a reservation was made. Your own website and the back office have their own channel, and there are dedicated owner channels as well. Many OTA integrations automatically create a channel for themselves, for some this needs to be done manually.

Create a new channel

Standard channel for back office reservations

How to connect a payment policy to a channel, or edit it.

Connecting a payment policy to a channel

Allotments

Availability of types per channel

Guests pay on arrival

Measuring bookings from unconnected Channels

Determine for each distribution channel how long an unconfirmed reservation can be valid before lapsing.

Validity of unconfirmed reservations per channel

Traffic sources

Financial settings for channel settlements

Channel invoicing

It is possible to differentiate the prices you send to each channel by editing a price factor in the channel settings.

Edit the price factor of a channel 

General invoicing and accounting settings

Financial settings

Adjusting currency rates

You can set a cancellation policy for your entire administration via your administration settings. This will then be automatically applied to any cancelled reservation.

Setting cancellation fees

You can set different currencies in your BEX PMS based on your own needs. During onboarding, you and the Booking Experts team determine which currencies are necessary for your park to operate.

Using multiple currencies

Within the Invoice tab in the Administration settings, you can adjust the details and the presentation of invoices or adjust billing and Journalization settings. This tab is important for guests, owners and third party services, like cleaning or repairs.

Administration settings: Invoices

Invoice on departure

Additional mention of bank details in invoice footer

Split invoiced turnover per month

Financial periods: close accounts

You can choose to display the price per person per night on invoices, as standard.

Show price per person per night on invoices

Edit invoice number prefix

Journalizing

Everything about communicating with guests and owners

Communication

Setting up communication by email

You can send emails like booking confirmations, auto emails and email campaigns from both the BEX PMS and CMS. You can customise the email address from which these emails are sent.

Verify your sender email address

Avoiding spam when sending email campaigns and auto emails

Difference between auto emails and templates

Email variables are pieces of code you can use in your emails and templates to customise the message for the recipient. Email variables take data from the reservation and apply it to the message that is being sent to the guest. Here, you'll find a list of the most often used variables.

Email variables for auto emails and templates

If/else tags in Templates

BCC / receive e-mail copy

Bird

Auto emails

System messages that are triggered by an event

Templates

Translations

You can use the translation module to have content from the BEX PMS automatically translated, saving you as a user a lot of time.

Translation module BEX PMS

Search for any helpful articles to find an answer to your question

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

In Booking Experts, you can login in the following ways: with an email address and password, with a Google account or with a Microsoft account.

Log in to Booking Experts

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

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

In Booking Experts, we have several search functions. Search with the general search field, search at organisation level and search by administration name.

Search functions

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

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

All day-to-day actions necessary at your reception

Daily use of PMS

Dashboard

Planboard

Getting started with the reservations module and reception messages

Reservations and messages

BEX PMS

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 and portals

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

Reservation

Reviews

Vouchers represent a credit toward a reservation

Vouchers

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.

Booker contact management

Manage and assign the to-do lists for your administration

Todos module

If your administration works with owners, it may happen that the owner is responsible for all maintenance, but the staff of the holiday park still carries out certain maintenance tasks. You want to be able to charge these todos to the owner.

Invoicing tasks to owners

When carrying out todos, material is used, equipment is replaced, or labour costs are incurred. You can keep track of these by setting costs for todos.