Bookeasy Help Manual

Add Operators

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Add Operators

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Add Operators

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Linking External Operators / Linking in New Operators

 

You can link up external operators to your Bookeasy console if the operator has their external searches turned on using the following procedure:

1. Login to your Bookeasy Staff Console.

2. Click on “New or External Operator” under the Operator’s Details Heading in the top left hand corner of the screen. The Add A New Operator page will be displayed with the available search options.

3. Enter the name or part of the name of the operator into the Name field and click Perform Search. A list of operators that match your search criteria will be displayed.

4. Locate the operator you to be linked to your Bookeasy Console and click on the “Link Operator” button. The Edit Operator Details page will be displayed.

5. Complete the operator details including the commission percentage and click on Save. The details that you enter here are specific to your Booking Centre.

Automatic Email to New Operator

When linking an existing Bookeasy Operator to your Staff Console, the linked operator will be emailed automatically.  The Operator will be provided with the Contact Details of the Booking Centre they have been linked to and also the Commission Percentage they will be charged for bookings.

Booking Centres will still need to contact an operator and come to an agreement before linking them to the Staff Console.  The automatic email is simply a confirmation of the agreed commission percentage.

Add New Operator (if they do not already exist in Bookeasy)

When adding a new operator you will need to check that they are not already listed in your own database or in Bookeasy.  If the operator has already been added in another Visitor Centre’s Bookeasy database – you can link in to that operator’s details so that you can make bookings for them when you are logged in to your system.

 

To check that the operator is not already listed in your own visitor centre database, perform an 'operator search' by clicking on Search, the 1st option under the heading Operator's Details. If the operator's details come up, please do not add them in again.

 

To add a new or external operator to your database, click on the option New Operator or External Operator under the heading Operator's Details on the main menu of your staff console.

First check that the operator is not already listed in the Bookeasy database. To do this, type all or part of the operator’s name in to the search box that is displayed (the most unique part of their name is best).

Press Search.

 

Choose from one of the options below:

· If the operator’s details display do not add them in, they are already in the system.

· If the operator's details do display and you want to link the operator into your database – click on the option Link this operator to your list of bookable product.

· When the Edit Operator Details page displays, you will need to tick any boxes that are relevant. If you want this operator's details to display on your website, you will need to tick the 'current operator' box. You will also need to add in the commission percentage that you would charge for booking this operator and then click on the 'save button'.

· PLEASE DO NOT CLICK THE BACK BUTTON AT THE TOP OF YOUR SCREEN ONCE YOU HAVE CLICKED ON 'SAVE' AS THIS WILL CAUSE YOU TO ADD THE OPERATOR IN MORE THAN ONCE.

OR

· If the operator’s details do not display, click on Add New Operator (in black, bold text).

· You will then need to enter in that operator’s information (please see the table below for further details). Please ensure that at least all required fields * are completed. Also ensure that a Username (generally the last 6 digits of the phone number) and Password has been entered so that the operator’s online administration console can be accessed and images can be uploaded to their site. It is also strongly recommended that bank details are completed so that an eft file can be completed.

· Press Save (at bottom of the screen) to record this information.

 

*Surname

Enter in the surname

*Firstname

Enter in the firstname

*Business Name

This name will be used as the heading for the operator’s main page.

*ABN

Enter in the operators ABN

GST Registered

Tick this box if the operator is registered for gst, or leave un-ticked if they are not. On the itinerary/tax invoice to client the gst amount charged for the booking will be shown regardless if you tick the box or not. However if the operator is not registered for gst you will need to set the operators commission rate at an extra 10% of the current commission. I.e. Normally you charge 12.5%, so 10% of 12.5 = 1.25 so the commission rate will equal 13.75%.

Email

This will display on the operators main web page. Customers can click onto this link and send an enquiry to this address. All bookings emails will also be sent to this email.

Manager Email

All bookings emails will be sent to this address

Accounts Email

Operator remittance advice reports can be sent to this address if you click onto the send operator returns by email link in your operator returns section.

Website

This address will display on the operators main web page, and is hyperlinked so the customer can open a separate window and visit the operators own website.

*Phone

This number will display on the operators web page.

Postal Address

This will not display on the main web page, but will be used for export operator’s addresses function.

Town

This will not display on the main web page, but will be used for export operator’s addresses function.

Post code

This will not display on the main web page, but will be used for export operator’s addresses function

Business Location

This will display on the operator’s main web page if filled in.

*Operator Type

Select the appropriate operator category. If you wish to add another operator type you will need to add this in under the administration heading and by clicking onto operator categories. If the operator type Accommodation is selected then the operator will appear on the Accommodation search page.

Grouping

If the operator is an accommodation provider, chose the most appropriate grouping. More groupings can be added under the administration heading and clicking onto groupings. 2 can be selected, and this operator can be searched for on the accommodation search page based on what is selected.

Setting

Chose the most appropriate setting. More settings can be added under the administration heading by clicking on settings. 2 settings can be selected and this operator can be searched for on the accommodation search page based on what is selected.

Location

Chose the most appropriate Location. More locations can be added under the Administration heading and locations. If the location you require does not appear in the list, you will need to contact Bookeasy for a new location to be added.

Business Grouping

Chose the most appropriate Business grouping. New Business groupings can be added under the administration heading and clicking on business types.

Username

This is the unique username that is only used for this operator. All main page images are linked to this username. Generally the username is the last six digits of the operator’s telephone number.

Password

This can only be updated by logging into the operator’s console. You cannot view the operator’s password, but you can reset it if required in their console.

Opening Hours

Enter operator’s opening hours if applicable.

External Searches

Tick this box if the operators details will be included in external Bookeasy searches. I.e other Visitor Centres can search in the Bookeasy data base to link through operators into their own systems.

Last Date of Training

This can be entered.

Membership

Membership levels can be entered under the administration heading.

Point of Difference

This is the opening statement that will be displayed on your website. It will be displayed in bold text at the top of your web page when a customer does a general search. This is your first opportunity to really sell your business. Tell your customers why you are different from your competition. Short and sweet is best! We recommend 1 – 3 sentences.

Business Description

A full description of your business can be entered here. This is an opportunity for you to sell your product in more detail. Be creative and engage your reader!

Directions from your nearest town

This is the opening statement that will be displayed on your website. It will be displayed in bold text at the top of your web page when a customer does a general search. This is your first opportunity to really sell your business. Tell your customers why you are different from your competition. Short and sweet is best! We recommend 1 – 3 sentences.

HOT DEAL Description

This information will display on the operators main web page in a bold red banner. It will only display if the has hot deal box is ticked in the update other details section.

For Staff Only (i.e. Key Details)

This information will only be seen by Visitor Centre Staff. For example, if the operator may be prepared to lower their prices on longer stays/group bookings.

For Itinerary Only

This information will only appear on a client’s itinerary – which they only receive once the booking is paid for. Some operators use this feature to let their clients know where the keys will be (i.e. under the mat). The operator may want to put in a friendly message to make their guests feel welcome/ or if they have special requirements for the guest upon arrival.

Bank Name

This is optional and for your own reference only. It is not used on the bank file.

Bank Branch

This is optional and for your own reference only. It is not used on the bank file.

Account Number

This needs to 9 characters in length. Hyphens need to be edited out where necessary. Where the number is less than 9 characters it needs to be right justified with spaces in the front.

EG. If the number is 88990-8888 it would be entered as 889908888.

If the number is 78363 it would be entered as spacespacespacespace78363

Account Title

32 Characters length (Surname followed by given names, 1 blank space between each name, left justified, blank filled). If the name is shorter than 32 characters then the field will be automatically entered by Bookeasy (these do not need to be manually entered).

EG.

BOOKEASY HOTEL

OR

SMITH ANNABELLE

Account Code

This is optional and would be the account code that matches an optional external accounting system.

Extra Web Pages

You can nominate how many extra website pages the operator receives. Examples of extra website pages can be seen at www.portstephens.org.au

Either 3, 5 or 10 extra web pages can be added. Extra web pages cost the operator $220 for 3, $365 for 5 or $730 for 10. Visitor Centres may purchase extra web pages to on sell, or incorporate into membership levels for $2200. Please contact Bookeasy to discuss further.

You will then need to enter higher level information. Use the table below to complete this information.

Current Operator

This box must be ticked to view this Operator on your website. If this box is not ticked they will still appear in your Operator Search Area.

Membership Levels

This area can be used to store your different Tourism Operators under different Memebrship Levels. You are able to create your own Level names located Under Administration in your Staff Console - Main Menu.

Membership/Certificate Information

Fill in and tick the appropriate boxes for the membership data.

Has Hot Deal

Firstly you will need to activate your Hot Deals Area. Please contact the Bookeasy Staff if you need help with this. If you then tick this box this operator will appear in the Hot Deals Campaign. They will also have a red box which shows their Hot Deal on their Main page.

Banner Ads

Banner Ads are spaces allocated on your Top Banner and or homepage. These spaces can be used for marketing and promotion of your region or tourism products. There is a maximum of 3 Banner Ads per website.

Banner Ads Procedure: You will need to contact Bookeasy if you do not have Banner Ads set up yet, as it will need to be programmed into your current template first.

Top Banner Ad: The Ad that goes in the top Banner is changeable but the link needs to be activated by Bookeasy.

Banner Ad A & B (homepage Ads):

These Ads are changeable and the link can be created by you. These Banner Ads appear on the homepage of your website.

Step 1:

Search for an Operator and click on Update Other Details – Tick the box Has Banner Ad, A or B and enter in the link where you want that ad to be directed to by copying the link from the address bar of the page to be linked. Only copying the end part of the address after the website/ …Look at Healsville Hotel for an example.

Step 2:

Find the Operators ID number. From the Main Menu Search for the operator and click on their name – the ID is located at the top left of this page.

The image size must be the same as the image already on the homepage (right click and view properties).

Upload the Image using the Upload Image function from the Main Menu.

Changing Banner Ads and homepage Ads: Ensure that you untick the Operators you do not wish to view anymore and update with your new Operators.

Multiple Banner Ads and homepage Ads: You can have multiple ads on one space, you will just need to tick and add in the links for the Operators that you wish to show and these will refresh randomly, except for the banner ad this can be set in a sort order- using the box provided.

Gold Medal

If this is ticked then all online bookings will be instantly confirmed. This excludes same day bookings.

Confirmed Today

Tick this box if the operator would like to instantly confirm same day online bookings.

Managed by email

If the email that is sent to the operator (when bookings are made or cancelled) needs to be sent to an additional email address, please enter the email in here. The emails will then be sent to the email address in the operators business details and the managed by email.

Tick box for managed by email

If this box is ticked then the emails that are sent to the operators will only be sent to the managed by email.

Request SMS

If this box is ticked then the operator will receive an SMS at the time of bookings. They will need to have a mobile number entered.

Please contact Bookeasy support to set-up SMS requests.

Commission Percentage

This is the commission that is charged on all bookings taken through your business for this operator. This will automaticaly be calculated when you run your operator Returns.

Map Reference

The map reference relates to the map that has been uploaded. The related letter from the images below can be entered so that that operator will be linked to that part of the map. For example, if D is entered, then the d.jpg map image will be displayed for that operator. If no map reference has been entered, then no map image will be displayed.

How to set up Maps for a Bookeasy Site:

Create the following images (breakdown your map into 8 pieces), and upload using the Bookeasy Staff Console using the usual image upload feature:

abc.jpg

d.jpg

ef.jpg

gh.jpg

i.jpg

jk.jpg

m.jpg

no.jpg

Press Save to record the data. The Operator has now been added to your Bookeasy database.