Manage and assign the to-do lists for your administration

Todos module

Creating and editing various types of todos

Creating todos

In BEX PMS, facilities are public or shared places where todos need to be performed regularly, like a swimming pool or playground. Linking todos to a facility follows the same process as linking todos to an object.

Facilities in the todos module

There are two types of automated todos: todos that need to be done before, during, or after a reservation, and periodic todos that need to be done within a specific timeframe, unrelated to a reservation. There is always the option to create a non-recurring, one-off todo. One-off todos can also be marked as urgent if the task needs to be done quickly.

How to use different types of todos

With reservation todos, you automate tasks that are recurring for reservations. BEX PMS will automatically add a todo to the specified todo list according to the settings of the reservation todo.

Reservation todos

With periodic todos, you automate tasks for objects, facilities and periodic costs that you want done in predetermined intervals. BEX PMS will automatically add a todo to the specified todo list according to the settings of the periodic todo.

Periodic todos

One-off todos are tasks that are created individually, to set an ad-hoc todo for incidentals and non-recurring issues. You can create a one-off todo from the todo module, or when viewing a specific reservation that you want to create a task for.

Creating one-off todos

For additional clarity about what needs to be done, images can be added to a todo anytime after it has been created.

Adding photos to todos in PMS

Todo management

Create a todo list for each of your departments or teams that need to perform tasks, so their todos are accessible and can be easily assigned and planned.

Using todo lists

In the todo planning of a todo list, you assign the various unassigned or unscheduled todos to the available executors.

Todo planning

The person added as a follower to a todo list is usually someone with BEX PMS reception rights who is responsible for distributing todos and keeping track of todo completion within the team.

What does a todo list follower do

Add and manage both executors and contractors for the todo module, and take over their role if needed.

User management in todo module

Invoicing todos

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.

Material costs and hourly rates

Executors

Executors and Todo

When you create a new one-off task, you can send a notification to the assigned executor. This way, the task will not be overlooked and can be picked up immediately, which is useful for urgent tasks.

Send notifications to executors

Executors and contractors can log in to their own todo environment, and from there open a task and register timesheets and materials if necessary. Employees with rights for the todos module can also register timesheets and materials on todos in the PMS.

Registering timesheets and materials on todos

Contractors

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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.

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 of your park as a high-quality image, you can mark your objects on it and use it on your website to let guests select where they want to stay. This map will be shown during the booking process. If desired, you can attach a preference cost to this selection of an object.

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.