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.

The settlement method of a commission agreement determines the cutoff dates for reservations to be included in a rent settlement for the owners.

Settlement method

Settlement dates

When creating commission agreements for owners, both 'Percentage over rent' and 'Pool system' need to include a percentage of commission that you charge over the amount to be paid out to the owner. Percentages can vary depending on reservation channel, and there are different ways to calculate VAT.

Setting owner commission percentages

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

In a pool system, objects gather pool points for each rented day. Owners can be given a budget to spend on reservations for themselves.

Pool points budget for owners

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

A list of the available owner permissions for an owner profile, and their uses.

Explanation of the various owner permissions

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

Any costs you charge to owners can be collected via direct debit. Owners must give permission for this via the owner portal.

Collecting owner invoices with direct debit

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

Updates

Developer Portal

Trust Center

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

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 and advertise ParcVu Vans for sale on your website.

Connect to ParcVu

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

The Planboard is the main tool for receptionists. From here, current and future reservations can easily be managed.

Managing reservations from the Planboard

You can scroll left and right to move through the dates in your planboard, but with these tips you might find what you are looking for easier and faster.

Calendar navigation in 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

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

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

Cluster reservation in the Planboard

The planboard legend explains the significance of colors, and through planboard settings you can determine what the planboard looks like for your account.

Planboard legend and settings

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

Settings that apply to your entire organization

Organization settings

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.

Domains: settings for technical website management

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

For each administration separately, financial records can be locked and closed for accounting purposes. In your organization settings, you can prevent them from being reopened across your administrations.

Preventing closed financial records from being reopened

Special periods are used in statistics, price lists, and the Search & Book. Examples of special periods are the often-booked getaways around public holidays, local events or school holidays.

How are special periods used?

Special periods are arrival/departure date ranges that are important to your organization, and that can be applied throughout your administrations.

Creating special periods

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

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

Description of the park and its surroundings

Exclude postcodes

Period groups are applied to costs, packages, auto emails and discounts, to determine when these items are valid, active, and/or applicable.

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.