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

There are two ways give an employee access to the PMS. You can grant a (new) employee access at administration level, or at organization level. You can do this only if you have the proper manager rights yourself.

Access rights for employees

Default access rights can be seen as the basic access to the PMS. These include the actions that are frequently used by receptionists. Every employee has these basic permissions by default.

Default access rights

This is an extension of the default access rights, and is commonly used by reception managers.

Advanced reception rights

This access right is for employees who manage the administration daily and includes many actions in the Setup module and Administration settings.
If an employee has setup rights on the organizational level, this permission includes additional actions that apply to the entire organization.

Setup rights

This is an extension of the 'Setup' access right, and includes actions that impact revenue and priority settings for objects. It is often used by senior managers.

Advanced setup rights

The employee access rights for owner management are aimed at staff who specifically handle the management of owners, commission agreements, and settlements.

Owner management rights

The access rights for financial management are aimed at employees who specifically handle the financial administration and invoice processing.

Financial rights

This is an extension of the 'Financial' access right, and provides access to reports and the ability to make changes in bulk and to edit past invoices.

Advanced financial rights

These access rights provide access to the 'Statistics' module, encompassing possibilities for viewing and creating statistics, overviews, and reports.

Statistics rights

Domains

During onboarding, you connect or register your domain(s) to ensure that your BEX PMS works correctly. You might also add a new domain when opening a new park, for example.

Domain settings

Terms & Conditions

Terms and Conditions can be connected to a segment and type. If you want to apply certain terms and conditions to an entire segment, contact Booking Experts Customer Success. Applying terms and conditions to a type is something you can do yourself.

Linking Terms and Conditions to segment and type

Terms and conditions are centrally managed at organisation level for all underlying administrations. You can create different T&Cs for various purposes.

Add or modify terms and conditions

Alerting guest to terms and conditions

Manage the amenities of your types, objects and administrations

Amenities

Before creating amenities, first create amenity groups. 

Create and edit amenity groups

Once you have created amenity groups, you can create their amenities. 

Create amenities

You can edit and delete an amenity and add it to types, objects and administrations.

Edit amenities

Amenities that are added to your administration can be displayed on your website.

Add amenities to an administration

Once amenity groups and amenities have been created in the PMS organization settings, you can add them to a type and/or object.

Add amenities to a type or object

Brands

Set a default brand for your organization or add specific brands for administrations or channels.

Set brands

Each brand that has been set up in the PMS needs to have web settings, which are important for privacy and data processing consent as well as online marketing and tracking through BEX CMS and your checkout portal. These settings are linked to brands to enable the use of multiple brands and sets of marketing data on a single CMS site.

Web settings for PMS brands

Manage your booking portal and customer portal

Portal settings

Relating to the Search & Book on your website

Booking portal 

A personal log-in environment for your guests

Customer portal

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

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

Setting up objects

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 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.